Manage calendars, including scheduling internal meetings, client calls, and time blocks to protect focus time.
Coordinate meeting logistics, calendar invites, and time zone considerations.
Support meeting preparation and ensure follow-up items are captured and executed.
Provide inbox support as needed: organizing, flagging urgent messages, and ensuring time-sensitive requests are handled quickly.
Draft and send client communications and follow-up emails, maintaining a professional and warm tone.
Support coordination with clients and team members to ensure deliverables and deadlines stay on track.
Reconcile monthly payments via Stripe, PayPal, and related platforms.
Create, send, and track client invoices.
Maintain accurate records of payments, invoice status, and outstanding balances.
Flag discrepancies and ensure billing tasks are completed accurately and consistently.
Coordinate agency events and workshops, including vendor communications and logistical planning.
Assist with contracts, booking details, and confirmations to ensure all event elements are in place.
Track deadlines, next steps, and communication threads to prevent missed details.
Book travel arrangements and prepare travel itineraries as needed.
Create and schedule client emails and campaigns in tools like: Kit, ActiveCampaign, Kajabi.

Requirements

Proven experience as an Executive Assistant, Administrative Assistant, or Operations Assistant supporting a leadership team.
Strong experience with invoicing, payment reconciliation, and admin finance tasks.
Excellent written and verbal English communication skills.
Highly detail-oriented and accurate—this role requires someone who can reduce errors, not create them.
Ability to work independently and prioritize time-sensitive tasks confidently.
Quick learner who asks clarifying questions and seeks process understanding rather than guessing.
Strong follow-through and initiative—sees tasks through to completion without reminders.
Comfortable working in a fast-paced, online business environment supporting multiple moving pieces.

Benefits

Competitive salary commensurate with experience.
Opportunities for professional development and growth.
Work in a dynamic and supportive team environment.
Make a meaningful impact by helping to build and strengthen families across the globe.

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills

invoicingpayment reconciliationcalendar managementclient communicationevent coordinationtravel arrangementslogistical planningemail campaignsrecord maintenancetask tracking

Soft skills

detail-orientedwritten communicationverbal communicationindependent worktime managementinitiativefollow-throughproblem-solvingadaptabilityorganizational skills