Executive Assistant

About IntQBooks Solutions

IntQBooks is an offshore bookkeeping, accounting, and tax solutions firm servicing clients in the USA and Canada. We are rapidly expanding and looking for a high-performing Executive Assistant who can handle sensitive and critical business activities for the Managing Partner and ensure timely coordination across multiple functions.

Key Responsibilities

Daily Executive Support

• Handle and prioritize

  email, WhatsApp, and LinkedIn communications

  on behalf of the Managing Partner.
• Maintain an up-to-date

  task list across multiple departments

  (Marketing, HR, Admin, Client Support).
• Attend or prepare the Managing Partner for

  internal and external calls/meetings

  , including drafting discussion points and post-meeting notes.
• Schedule and manage

  calendar appointments, interviews, and follow-ups

  with internal staff and US/Canada clients.

Client Coordination & Communication

• Daily 50+ calls

  (majority to US/Canada clients, mostly Indians) for client onboarding, document collection, and follow-up.
• Communicate updates about

  bookkeeping task progress

  , clarifications, or document needs via phone, email, or Slack.
• Maintain CRM updates and track leads from marketing campaigns.
  

Hiring and Recruitment Assistance

• Coordinate with

  Upwork and LinkedIn candidates

  , schedule interviews, and conduct HR rounds.
• Prepare candidate tracking sheets and report hiring progress to management.
• Ensure all

  HR documentation, onboarding SOPs, and training assignments

  are properly shared and followed up.

Marketing and Lead Support

• Follow up with leads generated through

  LinkedIn Ads, Fiverr videos, email campaigns

  , etc.
• Help in drafting messages and responses aligned with

  IQB’s branding guidelines

  .
• Support the Managing Partner in preparing

  LinkedIn post content, case studies, and testimonials

  .

Operational and Admin Work

• Handle

  Zoho People, CRM, WhatsApp Business, Google Workspace, and Hubstaff/Zoho Projects

  (where used).
• Coordinate with external service providers (like IT company, HR firm, video editors, freelancers).
• Prepare simple spreadsheets, maintain Excel trackers, and generate reports for review.
  

Special Projects

• Assist in

  USA expansion planning

  , travel support, and document collection (EIN, bank, legal).
• Follow-up with vendors or stakeholders regarding

  lease agreements, GST filings, payments, etc.

• Support day-to-day tasks like

  invoice tracking, vendor payments, lead data imports

  , and more.

Key Skills & Requirements

• Fluent English communication

  (spoken and written)
• Strong

  multi-tasking and follow-up

  ability with discipline
• Comfortable working in

  night shift aligned with US timings

• Proficient with

  Google Sheets, Microsoft Excel, WhatsApp Web, Gmail, and CRMs

• Trustworthy with

  confidential business and financial information

• Prior experience in

  client communication, task coordination, or executive support

  is preferred

Performance Expectations

• Ensure to achieve qualified leads per month per target

  , 5 of which must convert to active engagement
• Prompt handling of

  daily priorities without reminders

• Effective communication with

  international clients and internal teams

• Ability to

  work independently

  with strong ownership mindset