We are looking for a highly organized Executive Assistant with strong expertise in bookkeeping, accounts receivable, and accounts payable management to support our executive team. This role is ideal for a detail-oriented professional with a background in financial administration and advanced skills in QuickBooks. The Executive Assistant will oversee financial recordkeeping, manage billing and payment processes, and provide financial insights to support the executive’s strategic decisions.

Key Responsibilities:

• Bookkeeping & Financial Recordkeeping
  • Maintain accurate financial records, including general ledger entries, receipts, and invoices, ensuring timely data entry and reconciliation in QuickBooks.
  • Manage monthly and quarterly close processes, providing detailed reports on financial activities.
  • Conduct regular account reconciliations to verify accuracy and compliance with financial policies.
• Receivables & Payables Management
  • Oversee accounts receivable processes, generating invoices, tracking payment schedules, and following up on outstanding balances.
  • Manage accounts payable by verifying invoices, scheduling payments, and maintaining vendor relationships to ensure timely disbursements.
  • Reconcile bank and credit card statements and resolve discrepancies promptly.
• Financial Reporting & Analysis
  • Prepare monthly, quarterly, and annual financial reports to provide executive management with an overview of financial health.
  • Generate cash flow reports and budget forecasts to aid in strategic planning.
  • Track expenses against budgets, highlighting variances and recommending cost-control measures when necessary.
• Administrative Support
  • Manage executive calendars, scheduling meetings, and coordinating travel arrangements.
  • Assist with document preparation, such as creating presentations and financial reports, and handle confidential information with discretion.
  • Facilitate internal and external communications on behalf of the executive, ensuring timely responses and clear follow-ups.
• Compliance & Documentation
  • Ensure all financial activities comply with company policies, legal requirements, and best practices.
  • Maintain organized and accessible financial documentation, both digital and physical, ensuring accurate record retention and audit readiness.
  • Collaborate with external auditors or accountants for tax preparation and year-end reporting.

Qualifications:

• Experience: At least 1 year of experience as a bookkeeper, with at least 3 years supporting a C-Level executive, preferably in a remote capacity.
• Experience as an Executive Assistant or in a financial administrative role with bookkeeping responsibilities.
• Proficiency in QuickBooks and Microsoft Office Suite, especially Excel.
• Strong understanding of accounting principles, accounts receivable, and accounts payable processes.
• High level of accuracy, organization, and attention to detail.