Executive Assistant – Operations & Administration

Position Summary

G Power Solutions, Inc. is seeking a highly organized and dependable Remote Part-Time Executive Assistant – Operations & Administration to support the President and help manage the day-to-day administrative and financial coordination of a growing electrical testing, commissioning, and reliability services company.

This position will serve as a central point of coordination between the President, field personnel, customers, vendors, and accounting functions. The ideal candidate is proactive, comfortable working independently, highly organized, and able to keep multiple projects and priorities moving without constant direction.

The primary objective of this position is simple: keep the President organized, keep administrative tasks from falling through the cracks, and create visibility into what needs attention.

Key Responsibilities

• Executive support: Manage and organize the President’s email inbox; identify urgent customer, vendor, project, and financial matters; maintain the calendar; coordinate meetings; prepare reminders and follow-up lists; organize electronic files; and maintain a weekly priority/action list.
• Personnel and timesheets: Collect weekly timesheets from field personnel; verify that employees and contractors submit hours on time; organize regular time, overtime, double time, per diem, mileage, and reimbursable expenses; obtain required customer approvals; maintain personnel records; and prepare clean payroll summaries for approval.
• Accounts receivable: Prepare customer invoices from approved timesheets, expenses, POs, and project documentation; maintain an invoice register; track invoice submission and approval; monitor payment due dates; follow up professionally on outstanding receivables; maintain aging reports; and immediately escalate disputed or delayed invoices.
• Accounts payable: Receive and organize vendor invoices; match invoices to purchase orders and supporting documentation; maintain upcoming-payment schedules; identify duplicate or questionable charges; prepare bills for approval; and maintain accurate vendor records.
• Travel and field logistics: Coordinate flights, hotels, rental vehicles, and other travel for field personnel; maintain project travel schedules; distribute itineraries; track travel expenses; coordinate equipment shipments and deliveries; and assist with mobilization and demobilization logistics.
• Project administration: Maintain organized electronic project folders containing POs, proposals, change orders, timesheets, invoices, expense documentation, test reports, equipment records, and customer correspondence. Track PO balances and alert management before authorized funding is exhausted.
• Vendor and equipment coordination: Assist with rental equipment orders, purchase orders, shipment tracking, return dates, rental extensions, calibration documentation, and vendor invoices. Maintain visibility of where company and rental test equipment is located.
• Business administration: Maintain vendor/customer onboarding documents, W-9s, certificates of insurance, NDAs, contracts, company registrations, employee/contractor documents, and other corporate records.
• CRM and business development support: Keep customer/contact information current, enter opportunities and follow-up dates, maintain proposal status, remind the President of outstanding proposals and customer commitments, and help ensure prospective work does not disappear because a follow-up was missed.