Expense Management Jobs

We are seeking a detail-oriented and technically skilled Personal Assistant to support our dynamic fitness organization. This remote role is perfect for someone who thrives in a fast-paced environment and possesses exceptional organizational skills. The ideal candidate will play a crucial role in expanding our reach and ensuring smooth operations through various administrative and creative tasks. Key Responsibilities: Conduct research and establish contact with senior communities corporate wellness programs recreation centers schools and event planners. Apply for hiring opportunities Send follow-up emails track leads and manage client communications. Maintain executives' calendars confirm appointments and ensure all engagements are well organized. Prepare invoices organize payment records and handle financial documentation efficiently. Research and coordinate travel arrangements for the team as needed. Assist with Instagram scheduling and create engaging graphics using Canva. Update spreadsheets and manage client contact lists with precision. Required Skills and Tools: Proficiency in Microsoft Excel for data management and analysis. Expertise in Canva for creating visually appealing content. Strong communication skills for effective client and team interactions. Ability to multitask and prioritize tasks in a remote working environment. If you are an expert-level personal assistant with a passion for the fitness industry and a knack for managing details we want to hear from you! Join our team and make a meaningful impact with your skills and dedication.

Join our dynamic health and wellness team as a Mid-Level Executive Personal Assistant . We are seeking a dedicated professional who thrives in a fast-paced environment and is passionate about maintaining organization and efficiency in a remote setting. Your expertise will support our executive team by streamlining operations and enhancing communication. As an Executive Personal Assistant your primary responsibilities will include: Managing the executive's calendar and booking consultations with precision and foresight. Monitoring incoming leads emails direct messages and missed calls to ensure nothing slips through the cracks. Maintaining and updating the GoHighLevel CRM system to reflect accurate lead statuses. Sending timely appointment reminders and follow-up messages to clients and stakeholders. Coordinating juice orders managing pickup schedules and handling vendor applications with efficiency. Preparing detailed daily task lists and comprehensive weekly performance reports. Organizing the content schedule and facilitating communication with contractors for seamless execution. Tracking invoices receipts and managing pending payments to maintain financial accuracy. The ideal candidate will possess: Proven experience in a similar mid-level role preferably in the health and wellness industry. Proficiency with GoHighLevel CRM and a strong aptitude for learning new tools quickly. Exceptional organizational skills with a keen attention to detail. Strong communication abilities to liaise effectively with various stakeholders. Self-motivation and the ability to work independently in a remote work environment. If you are a proactive and technical individual looking to make a significant impact within a growing health and wellness company we encourage you to apply. Help us elevate our operations and lead with precision and excellence.

WE ARE NOT LOOKING FOR A GENERAL VA. WE ARE HIRING AN OPERATIONS MANAGER. If you're looking for a task-based tell me what to do VA job - this isn't it. If you want to own a real function of a real business keep reading. 30A Window Washing is a growing home services company based in Florida. We're scaling aggressively and need someone who can run the back-end operations of the business - not just support it. WHAT YOU'LL OWN: - Scheduling and dispatching technicians - Managing unpaid invoices and following up on collections - Handling job reschedules and last-minute changes - Client communication (email text phone) - you'll represent our brand directly to customers - CRM management - Keeping the day-to-day operation moving without me having to check in THIS IS NOT ENTRY-LEVEL. HERE'S WHAT'S REQUIRED: - 8/10 English or higher spoken and written. You will be talking to American clients directly. If your English isn't strong please don't apply - this isn't a knock on you it's just not the right fit. - CRM experience required. You must have hands-on experience running a CRM - ideally for a home service business (HVAC plumbing landscaping pest control cleaning pool service etc.). You don't need window cleaning experience specifically but you need to have actually managed scheduling dispatch or invoicing inside a CRM before. - 40+ hours/week and you must work Central Time (US) business hours. This is a real job not a side gig. We need someone reliably available when our clients and technicians are. - Proactive not reactive. I don't want to have to tell you what to do every day. I want someone who sees a problem and solves it or flags it before it becomes one. Ownership mindset - this is your department not my to-do list for you. - Reliable internet a quiet workspace and a real computer. No exceptions. WHAT WE OFFER: - $6-11/hr depending on experience and English level paid weekly / bi-weekly - Long-term full-time position with real room to grow as the company scales - Direct access to leadership - you'll work closely with the owner not buried under five layers of management - The opportunity to genuinely run something not just execute tasks --- HOW TO APPLY - READ CAREFULLY. Applications that don't follow these exact instructions will not be considered. This is intentional - I need to know you follow directions before I trust you with client communication. 1. Your application subject/first line must read exactly: OPS MANAGER - Your Name - Your English Self-Rating 1-10 2. Answer these 3 questions in your application: - Describe a CRM you've used and what specific tasks you managed in it (scheduling invoicing dispatch etc.) - Tell me about a time a client or customer was upset. What did you do? - What does ownership mindset mean to you in your own words? 3. Record a 60-90 second video (Loom or your phone camera) introducing yourself IN ENGLISH telling me why you're the right fit. Attach the link. NO VIDEO = NO CONSIDERATION regardless of how strong your resume is. If you've read this far and you're still interested start your application with the word RELIABLE so I know you actually read the whole post.

Are you an expert personal assistant ready to dive into the fast-paced world of nonprofit work? We're seeking a skilled professional who thrives in a dynamic environment where every day brings new challenges and opportunities. As a key player in our team you'll provide essential support to our leadership ensuring smooth operations and effective communication across all levels. In this role your responsibilities will shift daily demanding a high level of adaptability and quick thinking. You'll be at the forefront of our mission making impactful decisions and facilitating vital connections. From managing schedules and coordinating meetings to handling confidential information and crafting communications your role is fundamental to our success. Key Responsibilities: Manage and optimize daily schedules and appointments. Coordinate meetings preparing agendas and taking minutes. Handle confidential information with discretion. Draft proofread and edit communications and reports. Liaise with internal and external stakeholders. Assist with project management and event planning as needed. What We're Looking For: Proven experience as a personal assistant in a fast-paced environment. Exceptional organizational and multitasking skills. Excellent verbal and written communication abilities. Strong decision-making skills and attention to detail. Ability to adapt quickly to changing priorities and tasks. Passion for nonprofit work and a commitment to making a difference. If you're ready to bring your expertise to a dynamic and meaningful role we want to hear from you. Join us in our mission to drive positive change and support our community. Apply today!

EverFree breaks cycles of abuse and exploitation through survivor-led tech-powered care making safety and healing accessible for all. The Office & Executive Coordinator enables leadership to operate at their highest impact by managing calendars communications travel and administrative workflows with thoughtfulness and precision. You will support executive leadership across fundraising advocacy communications operations and programming - ensuring they have the systems information and coordination needed to run the organization effectively. You will also support the broader team by managing day-to-day operations for our remote organization ensuring smooth administrative processes and timely execution of operational needs. This position reports to the Associate Director Strategy and Operations and collaborates closely with senior leadership internal teams and external stakeholders. Core Responsibilities EXECUTIVE LEADERSHIP SUPPORT 1. Executive Support & Communications Manage CEO and COO calendars scheduling and meeting logistics across internal teams and external partners. Prioritize and respond thoughtfully to emails and communications maintaining professionalism and clarity. Prepare briefing materials action-item trackers and meeting notes to enable productive decision-making. Track commitments deadlines and follow-ups in Asana keeping leadership informed and aligned. 2. Philanthropy Pipeline Support In partnership with the External Affairs team support the CEO and COO in managing their philanthropy pipelines tracking opportunities deadlines communications and follow-ups. Prepare briefing materials reports and updates to support strategic engagement with donors and partners. 3. Executive Event & Engagement Support In partnership with the External Affairs team coordinate logistics for conferences convenings and external nonprofit events including researching attendees purchasing tickets and arranging event-related needs. Prepare briefing materials talking points and background notes so the CEO and COO are fully informed and ready for meetings or networking. Track follow-ups action items and key connections resulting from attendance to ensure timely follow-through. TEAM & OPERATIONAL SUPPORT 4. Travel Expense & Financial Administration Coordinate domestic and international travel for leadership including booking flights accommodations and ground transportation. Working with the Operations team reconcile expenses monthly and process staff reimbursements in a timely manner with proper documentation. Working with the Operations team process invoices and receipts for payments maintaining organized records. 5. Systems Processes & Operational Coordination In partnership with the Operations team maintain and optimize administrative workflows documentation and processes to increase efficiency and strengthen team alignment. Use Asana to track tasks priorities and deadlines across leadership and teams. Working with the Operations team coordinate staff recruitment onboarding and oversee admin logistics. Key Competencies Exceptional organization and prioritization skills to manage multiple calendars deadlines and competing priorities. Excellent written and verbal communication including professional correspondence briefing materials and updates. Attention to detail and accuracy in all administrative and operational tasks. Comfortable with Google Workspace Asana and other productivity/project management tools; quick to learn new systems. Proactive problem-solving; anticipates needs and resolves issues independently. Maintains discretion and professionalism handling sensitive information with integrity. Flexible adaptable and able to navigate dynamic fast-paced environments. Strong collaboration and cross-functional alignment skills to support leadership and internal teams. You excel in this role if: You are highly organized detail-oriented and manage competing priorities effectively. You communicate clearly thoughtfully and professionally. You anticipate leadership needs solve problems independently and follow through consistently. You maintain discretion professionalism and calm under pressure. You collaborate effectively and help maintain alignment across leadership and teams. Cultural Alignment with EverFree You are deeply committed to ending abuse and exploitation and energized by mission-driven work. You balance professionalism with warmth curiosity and self-awareness. You are hungry but humble driven yet collaborative and kind. You embrace a growth mindset seek continuous learning and practice extreme ownership. You are open to ideas and feedback even when challenging. You maintain composure and integrity under pressure. You care deeply about teammates treat everyone with respect and consistently deliver high-quality work that advances EverFree's mission