Executive Assistant / Operations & Finance Support

About the Role
We're a growing consulting company looking for a highly capable Executive Assistant who will spend roughly 70–80% of their time on operational and finance-support tasks, with the remainder split between light bookkeeping/accounting support and executive/schedule support for our founder. This is not a generalist admin role — we need someone with genuine financial and accounting aptitude who is also an excellent communicator and can represent us professionally on calls.

Key Responsibilities
Operations & Finance (primary focus)
? Draft initial invoices and prepare them for review
? Double- and triple-check invoices for accuracy before they go out
? Reconcile bank statements against our accounting platform (Zoho Books)
? Verify that all transactions are accurate and properly categorized
? General data entry and financial record-keeping
RFP Management
? Register and maintain accounts on RFP/bid platforms on our behalf
? Monitor and pull relevant RFPs
? Maintain an organized, secure log of all platform logins and credentials
Executive & Schedule Support
? Learn the founder's preferences and working style to manage scheduling proactively
? Correspond with clients/contacts to coordinate and confir ---------- etings in a warm, professional manner
? Make phone calls on the founder's behalf (e.g., restaurant reservations for lunches/dinners)
? Join Teams meetings on camera when required

Requirements
? Strong Excel skills and demonstrated financial/accounting aptitude — candidates without basic accounting or bookkeeping experience are unlikely to succeed in this role
? Prior experience with bookkeeping, invoicing, or bank reconciliation (Zoho experience a plus)
? Excellent written and spoken English, with clear, professional communication; a neutral-to-US accent is strongly preferred, as this role includes making calls on behalf of the company
? Comfortable and proficient with modern AI tools (Claude, ChatGPT, etc.) as part of daily workflow
? Able to work required hours consistently and handle occasional long/demanding days
? High attention to detail, discretion with sensitive financial and login information, and a proactive, resourceful “figure it out” mindset
? Reliable internet connection and a quiet, professional environment for video calls
Nice to Have
? Experience supporting a founder/executive in a startup or consulting environment
? Familiarity with RFP or bid-management platforms

The applicant must be able to work West Coast hours (PST). You will need to have the ability to make phone calls in the U.S., and they will have to be on Teams video if needed.