Executive Assistant (Bookkeeping & Financial Support)

We are seeking a highly organized and dependable Executive Assistant with a strong background in bookkeeping, financial coordination, and administrative operations. This role supports senior leadership by managing financial workflows, ensuring timely follow-through with clients and vendors, and maintaining accurate records across multiple systems.

The ideal candidate is detail-oriented, process-driven, and comfortable working with numbers while also coordinating across internal teams, clients, and external partners. Discretion, accuracy, and consistent follow-through are essential for success in this role.

Responsibilities
Executive & Administrative Support
- Manage executive calendars, schedule meetings, and coordinate across multiple time zones.
- Organize inboxes, draft professional correspondence, and prioritize financial or operational matters.
- Prepare meeting agendas, document minutes, and track action items to completion.
- Maintain organized digital filing systems and internal documentation.

Bookkeeping & Financial Support
- Record and reconcile transactions across accounting platforms (e.g., QuickBooks Online, spreadsheets, or internal trackers).
- Assist with invoicing, payment tracking, expense logging, and financial reporting.
- Monitor receivables and follow up on outstanding balances professionally and consistently.
- Coordinate with finance teams on payroll support, reimbursements, and recurring expenses.
- Prepare financial summaries and reports for leadership review.

Client & Vendor Coordination
- Serve as a point of contact for routine financial and administrative coordination with clients and vendors.
- Track deliverables, timelines, payments, and contract-related obligations.
- Follow up on invoices, documentation requests, and approvals to keep operations moving.
- Coordinate onboarding and offboarding administrative steps with external partners when needed.
Process & Operations Support
- Maintain CRM and internal systems with accurate financial and operational data.
- Assist with improving workflows, reporting processes, and tracking systems.
- Support audits by organizing records, receipts, and documentation.

Qualifications
- 2+ years of experience as an Executive Assistant, Bookkeeper, or Finance/Admin Support role.
- Strong working knowledge of bookkeeping fundamentals and financial workflows.
- Experience using accounting tools such as QuickBooks Online, Excel/Google Sheets, or similar systems.
- Excellent written and verbal English communication skills.
- Strong attention to detail with high accuracy and accountability.
- Ability to manage multiple priorities and meet deadlines consistently.
- High level of professionalism, discretion, and reliability.

Ad Hoc Executive Support
- Provide flexible support on special projects, urgent requests, and shifting priorities from leadership.
- Assist with research, reporting, presentations, and documentation as needed.
- Support internal coordination across departments to ensure timely execution of initiatives.
- Step in to handle time-sensitive operational gaps to keep workflows running smoothly.

Preferred Skills (Nice to Have)
- Experience supporting agency leadership or remote teams.
- Familiarity with recurring billing models and service-based businesses.
- Experience with tools like Stripe, Wise, PayPal, GoHighLevel, or CRM platforms.

KPIs & Success Metrics
- Accuracy and timeliness of financial records and reconciliations.
- On-time invoicing and collections follow-through.
- Responsiveness and turnaround time on client/vendor coordination.
- Task completion rate and workflow efficiency.
- Executive satisfaction and operational reliability.

Work Setup
- Full-time remote role.
- Requires a strong internet connection and a quiet workspace.
- Must be available during assigned business hours and responsive to leadership needs.