Executive Assistant — Administrative & Accounts Payable - Freelance, Remote

Overview Executive Assistant — Administrative & accounts payable - Freelance, Remote Magic Global Village, Dubai, United Arab Emirates 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.Responsibilities Administrative & Email Management: Pull action items from emails and translate them into clear task lists or summaries; organize and triage the Gmail inbox; 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; track checks 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 data entry standards across systems (Salesforce familiarity is a plus); follow agreed procedures to minimize rework.Consistency, Timeliness & Follow-through: Complete tasks within expected timeframes; proactively follow up with stakeholders to keep tasks moving; perform basic QA checks before submission to ensure first-pass accuracy.Marketing Support: Assist with Mailchimp or similar tools for occasional campaigns and support simple sends under guidance.Qualifications & Skills Required: Reliable 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; experience with accounts payable or invoicing support (or ability to learn quickly); proactive problem-solver with vendor/partner coordination; proficiency with Gmail and Google Drive; ability to learn new platforms quickly (title company platform and Salesforce training provided).Technical & Tools: Gmail, Google Drive, basic Google Sheets/Excel, PDF creation/management, AP matching/reconciliation fundamentals; CRM data entry (Salesforce familiarity is a plus); Mailchimp basics (nice-to-have).WFH Setup: Computer with at least 8GB RAM, modern processor; internet speed of at least 40 Mbps; headset with noise-canceling microphone and webcam; back-up computer and internet; quiet, dedicated home workspace.Soft Skills: Responsiveness, ownership mentality, process discipline, excellent written communication, confidentiality, and the ability to stay focused with sporadic workflow.What to Expect Work Setup: Remote position with reliable internet and quiet workspace; provide your own computer meeting minimum specs.Working Hours: 40 hours per week; Monday - Friday, 9: 00 am - 5: 00 pm Pacific Time.Compensation: $7 per hour; no benefits package included.Additional Seniority level: Entry level Employment type: Full-time Job function: Administrative Industries: Software Development #J-18808-Ljbffr