Executive Assistant, Business Operations

Executive Assistant, Business Operations — Remote (Hypersphere IT)

Hypersphere IT is a growing managed service provider (MSP) looking for a highly organized, detail-oriented Executive Assistant to help the business operations department run the “engine” of the business. This is a remote role focused on billing operations support, accounts receivable follow-up, sales administration, and procurement/order tracking.

This is not a shared company assistant role. You will report to the CEO, operate within defined workflows, and help build the repeatable processes (SOPs), templates, and centralized tracking needed for our company’s IT services.

What You’ll Do

You’ll own and execute key operational workflows that keep the business moving:

Billing Operations Support (invoicing support)

• Prepare billing support packages: ticket/time summaries, overage calculations, supporting details, cloud service utilization
• Assist with monthly billing changes (adds/moves/changes) based on instructions and defined rules
• Generate recurring customer reports when needed (ticket summaries, utilization, etc.)
• Maintain invoice readiness tracking (what’s ready, what’s missing, what’s been billed)

Accounts Receivable Follow-up

• Run a consistent reminder cadence for past-due invoices (documenting every touch)
• Track follow-ups and next actions in an AR tracker
• Escalate aging invoices to management at defined thresholds with a concise summary

Sales Administration (Quote Assembly)

• Build customer-ready quotes using templates, vendor pricing, and margin rules
• Gather pricing/availability/lead times from distributors and vendors
• Prepare proposal/SOW drafts and supporting documentation for CEO review
• Track quote status and next steps in a centralized tracker

Procurement & Order Lifecycle

• Place orders once approved and track them from purchase to delivery
• Coordinate shipping, delivery confirmations, and customer updates (template-based)
• Track backorders, substitutions, ETAs, and resolve ordering issues
• Coordinate returns/RMAs administratively when needed

Process & Tracking (Core to the Role)

• Help implement and maintain a centralized tracking system for:
• quotes/approvals
• orders/status/ETAs
• invoicing readiness / invoice sent dates
• AR follow-ups and escalation
• Create and improve SOP checklists and templates while doing the work

What This Role Is Not

To keep this position focused and effective, it is not:

• Helpdesk/technical support (you won’t be troubleshooting)
• A dispatcher role managing ticket queues
• A receptionist role relaying customer technical problems
• A general “company assistant” taking ad hoc tasks from everyone
• Marketing/social media (may be added later, but not a current priority)
• Full accountant or bookkeeper

Requirements

Must have:

• Experience in operations/admin coordination in an MSP, IT services company, VAR, or similar environment
• (or strong equivalent experience with quoting/procurement/billing workflows)
• Excellent written communication (professional customer/vendor emails)
• High attention to detail with line items, quantities, pricing, and documentation
• Strong follow-through and comfort managing lots of moving parts
• Strong Microsoft Office skills (especially Outlook and Excel) and comfort learning new systems

Nice to have:

• Autotask PSA (or ConnectWise/Syncro/etc.) experience
• Familiarity with MSP billing concepts (managed services, overages, resale, project billing)
• Experience ordering through distributors (TD Synnex, Ingram, Pax8, etc.)
• Basic familiarity with Microsoft 365/Azure billing concepts (reporting/usage summaries)

Working Style / Expectations

• Remote role with defined coverage hours and responsive communication
• Comfortable building structure for administrative and operational flows
• Able to work independently, escalate appropriately, and keep things moving
• Discretion and professionalism are required (you’ll handle sensitive operational information)

Why This Role Is a Great Fit

If you enjoy bringing order to chaos, building repeatable processes, and being the person who “keeps everything moving,” you’ll have a huge impact here. You’ll work closely with the CEO, get visibility into how an MSP operates end-to-end, and help build a foundation that supports growth.

To apply: Send your resume and a short note describing your relevant experience with quoting, procur…