Executive Assistant – Financial Administration (Remote)

About the role

QuickTeam is looking for a proactive Executive Virtual Assistant to support the COO/CFO with comprehensive administrative and financial duties. Working fully remotely, you will manage calendars, correspondence and travel while handling client invoicing, rebate applications and budget documentation.

Key responsibilities

• Prepare and process client invoices accurately and on schedule.
• Complete and manage rebate budget forms and submit load letters.
• Prepare, submit and track rebate applications through to closeout.
• Research rebate programs and provide summaries and recommendations.
• Maintain communication with rebate program administrators and attend Teams meetings.
• Update Google Sheets to track project progress, rebates and documentation.
• Coordinate with project managers, clients and stakeholders throughout the project lifecycle.
• Manage the COO/CFO’s calendar, email inbox, travel arrangements and meeting logistics, including agenda preparation, minutes and action‑item follow‑up.

Required profile

• Proven experience as an executive assistant or in a similar administrative role.
• Strong financial literacy and experience with invoicing and rebate processes.
• Excellent organizational skills and ability to work independently in a fast‑paced environment.
• Availability to work during EST business hours.

Required skills

• Google Sheets
• Microsoft Teams

What we offer

• Full‑time remote position (40 hours/week).
• Salary of R20,000 per month, commensurate with experience.
• Opportunities for ongoing training on rebate programs and industry requirements.