Executive Assistant (Remote)

IMPORTANT: This is a dedicated, full-time position. We are seeking a candidate who will be fully committed to RouteGenie as their sole full-time contract. Juggling multiple full-time roles is not permitted.

Role Summary
In this role, you will be the administrative backbone of our daily operations, ensuring that the team has the resources and organization they need to be successful. We are looking for a highly organized and versatile Virtual Executive Assistant to manage key logistical processes—from handling incoming correspondence and coordinating travel to supporting our financial operations with billing and collections. If you are detail-oriented, comfortable with numbers, and efficient at coordinating logistics across time zones, this is the perfect role for you.
Compensation: This is a 100% remote independent contractor position. We are offering $6-9 USD/hour based on experience.

What You’ll Do
• Virtual Mailbox Management: Monitor and manage the company’s virtual mailbox, ensuring important correspondence is sorted, scanned, and routed to the correct department or individual promptly.
• Facilities Coordination: Act as the primary dispatcher for employee requests regarding building maintenance; you will coordinate with building management or vendors to resolve issues for the on-site team.
• Procurement & Supply Management: Manage inventory and place orders for office supplies on a weekly basis to ensure the team is fully stocked and operational.
• Travel Logistics: Plan and book complex travel arrangements for leadership and staff, including flights, hotels, and ground transportation, ensuring schedules are optimized and within budget.
• Conference Coordination: Serve as the logistical lead for industry conferences, handling registrations, booth coordination, marketing material shipments, and team itineraries.
• Invoicing & Collections: Support the billing process by generating invoices, sending payment reminders, and following up on outstanding accounts (collections) to ensure timely payments.
• Administrative Support: Assist with ad-hoc administrative tasks to support the operations of the company as needed.

What We’re Looking For
• Experience: Proven experience as a Virtual Assistant, Executive Assistant, or Operations Coordinator, preferably for a US-based company.
• Bookkeeping/Billing Skills: Experience with invoicing, accounts receivable (AR), collections, or basic bookkeeping is required. We need someone confident in handling financial communications.
• Communication: Excellent written and verbal English communication skills are non-negotiable, as you will be coordinating with US vendors, staff, and customers regarding payments.
• Home Office Setup: A reliable, high-speed internet connection is required to ensure consistent video conferencing and access to cloud-based tools. A backup connection is highly preferred.
• Schedule Availability: Must be willing and able to work a fixed US East Coast shift (8:00 AM – 5:00 PM EST), which corresponds to the night shift in the Philippines.
• Tech-Savvy: Proficiency in Google Workspace (Gmail, Docs, Sheets, Calendar) and familiarity with communication tools like Slack or Zoom.
• Organizational Skills: Strong ability to multitask and manage logistical details (like travel and events) without letting things slip through the cracks.
• Resourcefulness: A proactive problem-solver who can handle maintenance requests and shipping issues remotely with confidence.

Why You’ll Love Working Here
• Impactful Mission: Help expand access to healthcare transportation by powering the technology behind it.
• Technical Challenge: Lead the modernization of a mission-critical platform that customers love and shape its next era.
• Customer?First Approach: From initial implementation through long?term support, our team builds solutions to support our customers for the long term.
• Proven Results, Fast Innovation: Our platform empowers customers to complete more trips with the same fleet, cut down on no-shows, and improve billing accuracy. We are continuously innovating and investing in our platform so our customers can improve their operations.
• Culture of Collaboration & Improvement: You’ll work alongside a team of passionate problem-solvers who share knowledge freely, celebrate wins together, and push each other to do their best work.
• Room to Grow: At RouteGenie, you’ll have opportunities to expand your skills, take on new challenges, and innovate in a fast-moving environment where your contributions truly matter. Join a profitable, capital-backed company with ambitious growth targets.

Benefits & Perks
• We know great work starts with a supportive environment. Here’s what we offer:
• Competitive Hourly Pay: $6 - $9 USD per hour (Based on Experience)
• 100% Remote: Work from home with no commute.
• Consistent Schedule: Fixed weekends off.
• Professional Growth: Opportunity to work closely with a US leadership team and gain experience in the SaaS industry.
• Collaborative Culture: A mission-driven environment where your logistical support is seen and valued.

Ready to Join Us?
At RouteGenie, your efforts will directly support our mission to connect people and care by powering the technology that moves them. If you’re ready to bring your organizational skills to a collaborative, fast-moving team, we’d love to hear from you.

How to Apply:
Please submit your application here with a direct link to your CV/Resume.
Important: To demonstrate your attention to detail, please include your favorite color in the subject line of your application message.

Note: Applications without a CV link and the correct subject line will not be considered.