Executive Administrative Assistant

Executive Administrative Assistant
Location: Doylestown, PA (In-Office)
Salary: $50,000-65,000

Job Type: Full-time, Direct Hire

Position Summary

Core Financial Outsourcing is not your average accounting firm! We are a bookkeeping, accounting, tax, and consulting firm located in Doylestown, PA, providing services both onsite and virtually for a wide variety of clients.

We are seeking a highly organized and professional Executive Administrative Assistant to support our executive leadership team (COO and CEO). This role is client-facing, requires strong communication skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment, while supporting office operations, billing, and administrative tasks.

What Success Looks Like

• Client onboarding is completed efficiently with minimal follow-up
• Billing processes are accurate, timely, and well-organized
• Executive schedules and priorities are managed effectively
• Office operations run smoothly with strong organizational support
• Clients and team members experience responsive, professional communication
  

Essential Functions and Responsibilities

Executive Support

• Manage calendars and scheduling for executive leadership (COO and CEO)
• Coordinate meetings, appointments, and occasional travel arrangements
• Assist with prioritization of executive tasks and communications
  

Client Management

• Serve as a point of contact for clients, providing professional and timely communication
• Assist with onboarding new clients, including collecting documentation and setting up files
• Support client inquiries and ensure a welcoming, high-quality client experience

Billing

• Assist with billing processes, including invoice generation and tracking outstanding balances
• Support collections efforts and maintain accurate billing records
  

Office Operations

• Maintain accurate physical and digital records; coordinate office operations and supplies
• Handle incoming and outgoing mail
• Assist with planning and coordinating office events and meetings
• Prepare paperwork for new employee onboarding
  

Education and Experience

• 2+ years of administrative experience required
• Experience in a professional services environment (accounting, legal, consulting, etc.) preferred
  

Required Skills/Abilities (Must-Haves)

• Strong proficiency in Microsoft Office (Excel, Outlook, Word)
• Experience with client-facing or customer service responsibilities
• Highly organized with strong attention to detail
• Excellent interpersonal and communication skills
• Ability to manage multiple priorities and meet deadlines
• Ability to handle confidential information with professionalism

Preferred Skills (Nice-to-Haves)

• Experience with QuickBooks Desktop and/or QuickBooks Online
• Experience with billing, invoicing, or collections
• Experience using Microsoft Teams or similar collaboration tools

Compensation and Benefits

• Salary range: $50,000-65,000, commensurate with experience
• Comprehensive benefits package including medical, dental, and vision with employer subsidy. Life insurance benefits are provided at no cost to the employee. Short- and long-term disability are available and are 100% employee-paid.
• 401(k) with employer match
• Paid holidays and vacation time
  

Work Environment

• Monday-Friday, 40 hours per week (in-office)
• Collaborative, flexible, team-oriented environment with regular team events
• Opportunities for career growth
  

Why Work Here?

Our culture is best described as "Flexible." We prioritize work-life balance while maintaining high standards for client service. The environment is collaborative, supportive, and designed to help employees succeed.