Two pages here. This one is the job. The contract we use is the agreement we would send you, shown in full so you can read it before you apply. Read the work hours twice: this role runs on US Central time.

External Description

• This role helps the firm make more money and waste less time. It keeps work organized, gets proposals out fast, and stops small problems before they turn into emergencies.

• It also helps clients get a faster answer. When a client calls or emails, someone picks it up and stays with it until it is closed.

• Hours: Full time or part time. See Work Hours below.

• Company stage: Small, growing firm with a lean leadership bench.
• Start: As soon as possible.
• Location: Remote, based in the Philippines.
• Reports to: Ash, Senior Accounting Associate.
• Direct reports: None.
• Video: Able to be on video for team calls during work hours.
• This is not a "work when you want" role. We all work at the same time, in different places.
• Stability expectation: We want someone who plans to stay with the same company for at least 3 years.
• Your laptop: You bring your own laptop, and it has to meet our written specification. It stays yours, and all firm work happens through our virtual desktop, so no client data ever sits on your machine.

Our clients are in the United States, so this role runs on US Central time. Read this part twice before you apply.

• Full time: 8:00 AM to 4:00 PM Austin, Texas time. In the Philippines that is 9:00 PM to 5:00 AM during US daylight saving, and 10:00 PM to 6:00 AM the rest of the year.
• Part time: 12:00 PM to 4:00 PM Austin time is required, because that is when the rest of the team overlaps. In the Philippines that is 1:00 AM to 5:00 AM during US daylight saving, and 2:00 AM to 6:00 AM the rest of the year.
• Client calls can happen before the required part time window.

• Plan a meal break into your schedule.

• Job hoppers.

• Freelancers who want lots of short projects.
• Anyone who wants a flexible "work whenever" schedule.
• Anyone who waits to be asked twice.
• Anyone uncomfortable being direct in their communication.
• Anyone uncomfortable using AI tools. If you are not comfortable working with Gemini, please apply somewhere else.

Each KPI is tracked against a target agreed with you and your manager, reviewed on a regular cadence.

• We want someone PROACTIVE. This is the biggest key to success in this role.
• Reply speed: 100% of client voicemails, client emails, and team messages answered the same day, or within 24 business hours.
• Availability: Available within 5 minutes on Google Chat during work hours.
• Open items: How long the oldest open item with an outside party has been sitting. It should be days, never weeks.
• Renewals, licenses, and filings: 100% paid or completed before the due date, with none missed.
• Proposal speed: Proposals go out correctly within 24 hours of the discovery call.
• Proposal follow up: You structure and run the follow up on your own until there is a yes or a no. Silence is not an outcome.
• Call logging: 100% of calls logged in Canopy on the client record, with what the caller wanted and who it went to.
• SOP output: Publish or update 5 approved SOPs per week, or as assigned, and update an SOP within 2 business days of a confirmed process change.
• Daily priorities: Posted on time every working day.
• Time tracking: Everyone here tracks time in 5 minute increments, in real time as the work happens.

In this role, you will:

• Answer the main line and be the first person a client reaches.
• Keep work moving so client work does not get stuck.
• Own every open item with people outside the firm until it is closed.
• Get proposals out fast and follow them until there is an answer.
• Turn every correction you receive into a written standard, so the next person can look it up instead of asking.

Phones and first response

• Answer the main line during your hours.
• Return every voicemail and client email the same day, or within 24 business hours.
• Log every call in Canopy on the client record, with what the caller wanted and who it went to.
• Never tell someone "we will get back to you" without naming who and by when.

Open items with people outside the firm

• Keep the list of open items in Canopy current: vendors, clients, the IRS, and outside reviewers.
• Make the second contact. One unanswered email or voicemail is the start of the job, not the end of it.
• Report what is finished, not what is planned. "I emailed them" is not an update.
• Do not just report problems. Recommend the next step and the options.

Renewals, licenses, and deadlines

• Keep every software renewal, license payment, state filing, and filing deadline current in Canopy, with the amount and the owner on each one.
• Raise each one before it is due, with the payment method already sorted.
• Complete administrative vendor communication.

Sales administration

• Take new lead information, enter it in Canopy, and book the discovery call.
• Send the proposal, track who has signed, and follow up until there is an answer either way.
• Keep every open proposal current in Canopy, so leadership can see where things stand without asking.
• Update proposal and engagement letter templates in Canopy.

Meetings, action items, and the daily rhythm

• Capture action items out of every meeting in the specified Google Chat space, and follow them until they are closed.
• Work the client issues chat and follow up with each person until every item in it is closed out. An item with no reply is yours to chase.
• Post your priorities on our internal hub every working day, and chase the teammate who has not posted.
• Ask what each open item is waiting on, and who moves it next.
• Coordinate meeting scheduling, follow ups, and document requests.

SOPs

• Turn recordings and corrections into SOPs with step by step instructions, templates, and a clear definition of done.
• Use AI tools to draft quickly, then edit for accuracy and firm standards.
• Keep the SOP library on our internal hub organized and current.

Spreadsheets

• Build and maintain trackers in Google Sheets, including pivot tables and summaries.
• Every sheet you create has clear headers, readable formatting, the right folder, an accurate file name, and clean tab names.

• No mystery work. If someone else cannot understand it without asking you, it is not finished.

• No client accounting, bookkeeping, or tax work.

• No marketing copy or sales writing.
• No decisions about pricing, scope, or what a client is charged.
• No reviewing anyone else's work, apart from your own.

We move fast, and we do not do chaos. We do consistency. If something is off, we say it early. If you do not know, you ask once, then take a smart first try. If you make a promise, you follow through. And if it is not written down, it did not happen.

• Tell the truth early. If something is late, stuck, or going wrong, say it early and clearly.
• Be proactive. Follow up without being asked at all.
• Use simple language. Write so a smart 8th grader can understand it.
• Keep records clean. Tasks, notes, and files should be easy for someone else to pick up.
• Protect client information and handle sensitive material carefully.
• Track your time correctly and on time.

• When you see a repeat problem, fix the process. Write the checklist, template, or SOP.

• Canopy: client communication, tasks, document requests, status tracking, billing, engagement letters.

• Our internal hub: SOPs, credentials, daily priorities.
• Google Sheets, Docs, Gmail, Calendar, Meet, Chat, Drive.
• QuickBooks Online.
• Gemini, which comes with Google Workspace.

• Other technology as needed.

• 2 or more years in an executive assistant, operations, or accounting firm role.

• Google Sheets or Excel skills, including pivot tables and clean formatting. Preferred, not required.
• Comfortable on the phone with clients, and comfortable being direct in writing.
• Able to work independently, stay organized, and handle sensitive information properly.

• Comfortable using AI tools and process documentation tools.

• Base salary plus bonus.

• Paid in US dollars to your bank account.

• Your offer letter sets your numbers, and your bonus document sets how each bonus is earned.

• You schedule a career conversation with your manager every quarter. That meeting is yours to run, and it is where we plan what you learn next.

• The path forks based on how the work goes. Strength on the assistant side points toward executive assistant work, and strength on the operations side points toward operations.
• You will be taught to automate your own work. Everyone here learns to run the tools.
• Building new ones is open to whoever can spot a repetitive task on their own and design the fix. That is where this job gets interesting, and it is earned rather than assigned.
• We invest in people who invest in themselves. Come with something you want to get better at.

Send a recording explaining what you do when you get a task you do not understand.