Executive Assistant

About us
We’re Joshua Tree Experts, a US-based tree-care company built on doing right by our clients, our team, and the properties we work on. We’re small, tight-knit, and growing fast.

The owner (Ken) is focused on building the business and unlocking its next phase of growth. As we grow, the volume of work to schedule, invoices to send, and receivables to recover has outpaced what one person can stay on top of. This role exists to change that — to be the detail-oriented right hand who keeps the day-to-day running smoothly so the business can keep scaling sustainably.

The first problem we need you to solve:
Our business is growing, and that’s a good problem to have — but right now the volume of work to schedule, invoices to send, and receivables to recover is becoming overwhelming. Things that should be simple, like notifying clients before a visit or following up on an overdue balance, are slipping through the cracks because there aren’t enough hours in the day.
Your first big win is to take ownership of that chain: getting work scheduled and clients notified, making sure invoices go out on time, and chasing down the receivables that are sitting unpaid. Done well, this one thing brings order to the busiest part of our operation and frees Ken to focus on growth instead of firefighting.

The full scope of the role:
This is a true right-hand role. Over time, you’ll own a wide range of the work that keeps the business running, organized into three areas.

Scheduling & client communication
• Plant Health Care (PHC) scheduling and client notifications — getting visits on the calendar and making sure clients know we’re coming
• Maintenance scheduling — keeping recurring service on track
• Reschedules and cancellations — handling changes quickly and keeping the calendar accurate
• New lead communication through Certified Lead Kings (CLK) and Google— staying on top of email and text with clients
• Quality assurance — calling clients after service to check in and make sure they’re happy

Billing, collections & renewals
• Accounts receivable — sending invoices promptly and keeping receivables current
• Accounts payable — keeping bills and vendor payments organized
• Collections — following up on overdue balances with a consistent, friendly cadence until they’re paid
• Renewals — working expiring contracts and recurring services before they lapse

Operations & data
• Data entry — keeping customer and job records clean and accurate, reconciling transactions in Quickbooks
• New employee file onboarding — setting up paperwork and records as we add to the team

Who we’re looking for
• 3+ years of administrative or VA experience, preferably with US-based small businesses
• Genuinely detail-oriented. You catch the things that slip past other people. This is the single most important trait for this role.
• Native-equivalent spoken English. You’ll be on the phone with US homeowners regularly, and we want them to feel like they’re talking to a member of our team.
• Proactive and a self-starter. You see problems and bring solutions. We don’t want to micromanage you, and you’ll thrive here if you’d rather take initiative than wait for instructions.
• Warm and client-facing. Our clients trust us with their homes and their land — they should feel that warmth in every interaction with you.
• Comfortable in, or willing to learn quickly: SingleOps, QuickBooks, Certified Lead Kings, and Google Workspace
• Tree-care experience is not required — we’ll teach you everything you need to know about our world

What we offer
• Full-time, 40 hours per week, US business hours. We know this is a big ask, and we’ll respect your time and pay accordingly.
• Competitive monthly pay based on your experience
• 13th-month pay
• Paid Philippine holidays
• Annual performance reviews with real raises for great work
• A long-term home. We are not looking for someone to fill a seat. We are looking for our right hand — someone who becomes indispensable to how Ken operates. As we grow, your role and your pay will grow with us.

How to apply
Please send a short message — not an AI-written cover letter, we’ll know — telling us:
1. Why this role caught your eye
2. The piece of administrative work you’ve done that you’re proudest of, and why
3. One question you have for us
Please also include a 60-second voice memo telling us why you’d be a good fit for this role.

To prove you read the whole posting, please include the word “oak” somewhere in your message.
Please only apply if:
• You’re applying as an individual, not on behalf of an agency
• You can commit to full-time hours with us — this is not a side-gig role