Virtual Executive Assistant

Burnside Bookkeeping LLC is a U.S.-based firm helping small businesses stay financially healthy and stress-free. We’re looking for a detail-oriented Virtual Executive Assistant (based in the Philippines) to manage email, calendars, and client communications, and to help us keep our systems and processes organized. This is a long-term remote role with growth opportunities, supporting a supportive U.S. bookkeeping team.

Responsibilities:

- Inbox & Calendar Management
- Monitor and organize Gmail inbox.
- Schedule and reschedule client meetings in Google Calendar.
- Ensure recurring client meeting tasks are closed once a meeting is booked.

- Keeper.app (Key Tool in Our Tech Stack)

- Use the Keeper browser extension to turn client emails into tasks.
- Check the client portal daily to ensure responses within 48 business hours.
- Respond to simple client questions (using SOPs).
- Maintain and update SOPs inside Keeper for easy reference.

- Client Support & Communication
- Track client check-ins and follow-ups.
- Ensure no client request “slips through the cracks.”
- Communicate in a friendly, professional, and clear tone that represents the firm well.

- Internal Organization & Admin
- Organize Loom video screen recordings into a clear, searchable system.
- Create written SOPs (Standard Operating Procedures) from Loom videos.
- Upload and maintain SOP links in Notion or Keeper.app so they’re easily accessible for new contractors/employees.

Work Hours & Growth:
- This role starts part-time at approximately 15 hours per week, with the possibility of expanding as responsibilities grow. You’ll be expected to check in daily (Monday–Friday) to stay on top of emails, the client portal, and scheduling.

Requirements:
- Excellent English communication skills (written and spoken).
- Strong Google Workspace experience (Gmail, Calendar, Drive).
- QuickBooks Online familiarity a plus (not required for this role).
- Previous experience in client-facing support or executive assistance.
- Detail-oriented, proactive, and reliable.
- Comfortable learning new apps (Keeper.app training provided).

Bonus Skills (Nice-to-Have, Not Required)
- Canva, Loom, Kit, or other business apps.
- WordPress blog publishing and/or newsletter/email scheduling (Kit, MailerLite, or similar).
- Experience creating SOPs or knowledge bases from video tutorials.
- Experience supporting accountants, bookkeepers, or financial service providers.

How to Apply:
To be considered, please follow these instructions:
1. Record a short Loom video (2–3 minutes) introducing yourself and sharing your relevant experience.
2. In your application message, answer this question:
“If a client emails me directly with a request, how would you handle it to make sure (a) the client gets an acknowledgment, (b) the issue is handled if it’s simple, and (c) the request is added as a task and assigned in Keeper so it’s tracked”
3. Share a sample of past work (e.g., email management, scheduling, or client support).
4. Insert the phrase "vacation from my problems" somewhere in your application/response.

Only applicants who follow these instructions will be considered.