Executive Assistant & Operations Coordinator (Remote, Full-Time)

About the role

Excello BPO is hiring a full-time, remote Executive Assistant and Operations Coordinator for a group of U.S. businesses in tax and accounting, landscaping and snow removal. The role starts in November 2026 and runs Monday to Friday, aligned with U.S. Pacific Time, with optional Sunday hours mainly between January and April. It is paid US$1,200 to US$1,500 per month depending on experience, and the contractor works independently with Excello BPO.

Key responsibilities

• Executive and administrative support: triage the founder's inbox, manage her calendar, and prepare engagement letters, intake forms and proposals from Word and Excel templates.
• Run the team task list across all businesses, tracking deliverables and sending a daily status update.
• Data entry and client files: enter and verify financial data from bank statements, receipts, invoices and tax documents (W-2, 1099, K-1) into Excel, QuickBooks Online and tax software, organize client documents in secure folders, and keep the client tracker current.
• Client outreach and logistics: answer client calls and emails, prepare estimates and proposals, make outbound calls to property managers, HOAs and commercial property owners to book site visits, and log leads in GoHighLevel.
• During snow events, confirm service windows, relay crew arrival times and log completed visits.
• Support tax season intake from January to April and the October extension deadline, and help onboard new teammates by writing SOPs.

Required profile

• Bachelor's degree in business administration, accounting or a related field preferred.
• 3+ years as an executive assistant, virtual assistant or office coordinator for U.S. companies.
• 1+ year of outbound calling, appointment setting or inside sales for a U.S. company.
• Fluent professional English (C1 or higher) and fluent Spanish.
• Exceptional attention to detail, typing speed of 50+ wpm with 98%+ accuracy, and discretion with confidential financial and client information.

Required skills

• Strong Excel and Google Sheets skills, with Microsoft 365 and Google Workspace used daily.
• Experience with a CRM; GoHighLevel preferred, HubSpot, Salesforce or similar considered.
• Preferred: QuickBooks Online experience, experience at a U.S. accounting, tax or bookkeeping firm, and experience with property services, landscaping, logistics or dispatch.

What we offer

• A long-term remote role with a growing U.S. client, paid monthly in USD.
• Training from the founder and ongoing support from the Excello team.
• A path to lead the team as new roles are added.