Executive Assistant & Bookkeeping Specialist

Executive Assistant & Bookkeeping Specialist

Role Summary

We are seeking a highly organized, trustworthy, and proactive Executive Assistant & Bookkeeping Specialist to support a CEO/Founde. In this hybrid role, you will serve as the executive’s right hand for daily administrative operations while taking ownership of our day-to-day financial hygiene in QuickBooks.

The ideal candidate is just as comfortable managing complex calendar logistics and inbox triage as they are reconciling monthly bank statements, categorizing expenses, and generating basic financial reports.

Core Responsibilities

Financial & Bookkeeping Duties (QuickBooks Focus)

• Daily/Weekly Reconciliation: Accurately reconcile multiple bank accounts and credit card statements within QuickBooks Online (QBO) to ensure all transactions align.

• Expense Management: Track, categorize, and document executive and company-wide expenses. Ensure all receipts are uploaded and properly matched in QBO.

• Accounts Payable & Receivable (AP/AR): Generate and send client invoices, follow up on past-due accounts, and process vendor bills for executive approval.

• Financial Reporting: Pull weekly/monthly financial reports (P&L, Balance Sheet, Cash Flow) directly from QuickBooks for the executive's review.

• Tax Prep Support: Maintain clean books year-round and collaborate with our external CPA/Tax team to provide necessary documentation during tax season.

Executive Administration & Support

• Calendar & Time Management: Ruthlessly manage the executive’s schedule, resolving conflicts, booking meetings, and ensuring they are prepared for daily commitments.

• Inbox Triage: Monitor the executive's primary inbox, prioritizing critical communications, drafting responses, and filtering out noise.

• Travel Coordination: Book flights, accommodations, and transportation, and create detailed itineraries for business travel.

• Ad-Hoc Projects: Handle personal tasks, vendor coordination, and specialized research projects as needed to protect the executive’s time.

Common "Day-to-Day" Requests You Will Handle

• "Can you run a quick P&L for last month so I can review it before my 2 PM meeting?"

• "I just forwarded you five receipts from my trip—please categorize them in QBO and reconcile the corporate Amex."

• "Client X is 30 days late on their invoice. Can you send a polite follow-up and let me know when it’s paid?"

• "Please push all my Thursday morning meetings to Friday; I need uninterrupted time to focus on a project."

Qualifications & Requirements

• Experience: 3+ years of experience as an Executive Assistant, Office Manager, or Bookkeeper.

• Technical Proficiency: Strong, proven experience using QuickBooks Online (QBO). Must know how to confidently navigate the bank feed, match transactions, and resolve reconciliation discrepancies.

• Software Skills: Proficient in [Google Workspace / Microsoft 365], Slack, Zoom, and basic project management tools (e.g., Asana, Trello, ClickUp).

• Extreme Attention to Detail: A misplaced decimal or miscategorized transaction creates major headaches; you must be meticulous in your data entry.

• Discretion & Trust: You will have access to sensitive financial data, payroll information, and executive communications. Absolute confidentiality is mandatory.

• Proactive Problem Solver: You don't just wait for instructions; if you see a bottleneck in the calendar or an orphaned transaction in the books, you fix it.