Executive Assistant — Administrative & Accounts Payable - Freelance, Remote

Executive Assistant — Administrative & Accounts Payable - Freelance, Remote

• Department: Support & Leadership
• Employment Type: Full Time
• Location: Global+
• Reporting To: Client via Magic
• Compensation: $7.00 / hour

Description

About the Client
Our client is a fast-growing online marketplace for commercial trucks and equipment, serving businesses that need reliable, work-ready vehicles with financing and service support. They partner with a broad dealer network across top OEMs and manufacturers, offering hassle-free pricing, detailed specs, and streamlined financing. The team values responsiveness, accuracy, and process consistency to keep operations moving quickly.

Why does this role exist?
The role exists to ensure time-sensitive administrative and light financial tasks are handled promptly, accurately, and with minimal oversight, freeing up leadership and the inventory manager to focus on higher-level priorities. By maintaining an organized inbox, consistent data entry across systems, and reliable AP support (including VIN matching and invoice readiness), this position improves responsiveness, reduces rework, and keeps cash flow and operations running smoothly.

The Impact You’Ll Make

Administrative & Email Management

• Pull action items from emails and translate them into clear task lists or summaries.
• Organize and triage the Gmail inbox to ensure nothing important is missed.
• Convert relevant email threads into PDFs/documents and maintain orderly files in Google Drive.
• Handle “middle-work” communications (reiterate instructions, send confirmations, follow up with vendors/partners).

Accounts Payable & Invoicing Support

• Match payments with VIN numbers accurately (training provided).
• Track which checks have been received and mark them correctly.
• Line up invoices for processing and ensure documentation is complete.

Data Entry & Record Management

• Enter title data into the title company platform in the correct format.
• Maintain consistent, accurate data entry standards across systems (Salesforce familiarity is a plus).
• Follow agreed procedures to minimize rework and corrections.

Consistency, Timeliness & Follow-through

• Complete tasks within expected timeframes—even when work arrives sporadically.
• Proactively follow up with stakeholders to keep tasks moving without being prompted.
• Perform basic QA checks before submission to ensure first-pass accuracy.

Marketing Support

• Assist with Mailchimp or similar tools for occasional campaigns (if needed).
• Maintain lists and support simple sends under guidance.

Skills, Knowledge And Expertise

Required:

• Proven reliability and consistent availability M–F, 9:00 a.m.–5:00 p.m. Pacific Time (40 hours/week), with urgency on time-sensitive tasks.
• Strong attention to detail and adherence to established formats; demonstrated track record of accurate data entry.
• Experience with accounts payable or invoicing support (or ability to learn quickly with training), including check tracking and invoice preparation.
• Proactive, resourceful problem-solver with strong follow-through and vendor/partner coordination.
• Proficiency with Gmail and Google Drive; ability to learn new platforms quickly (title company platform and Salesforce training provided)
• WFH Set-Up:
• Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
• Internet speed of at least 40MBPS
• Headset with an extended mic that has noise cancellation and a webcam
• Back-up computer and internet connection
• Quiet, dedicated workspace at home

Your Superpowers:

• Technical: Gmail and Google Drive organization, accurate data entry, basic Google Sheets/Excel, PDF creation/management, AP matching/reconciliation fundamentals, CRM data entry (Salesforce familiarity is a plus), Mailchimp basics (nice-to-have).
• Soft skills: responsiveness, ownership mentality, process discipline, excellent written communication, confidentiality, and the ability to stay focused and consistent with sporadic work inflow.

You should apply if… 

• You thrive in structured, process-driven work and take pride in clean, consistent documentation.
• You enjoy handling time-sensitive tasks and keeping stakeholders informed without being asked.
• You’re detail-obsessed, dependable, and comfortable switching contexts as work comes in waves.
• You learn new systems quickly and embrace clear procedures to minimize rework.

What to expect...

Work Setup:

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

Working Hours:

• 40 hours per week
• Monday - Friday: 9:00 am - 5:00 pm (Pacific Time)

Compensation:

• $7 per hour
• No benefits package included

Benefits