Executive Assistant with QuickBooks and financial admin Experience

We are seeking a highly capable and dependable Executive Assistant to provide strategic and administrative support to company leadership. This role requires exceptional organizational skills, strong business acumen, and the ability to anticipate needs before they arise. The ideal candidate thrives in a fast-paced environment, exercises sound judgment, maintains confidentiality, and can effectively manage multiple projects and priorities simultaneously.

Experience with QuickBooks and financial administration is required, as this role will assist with bookkeeping, expense tracking, invoices, and other financial tasks

Requirements

Key Responsibilities:

• Coordinate and maintain complex executive schedules, ensuring efficient time management and prioritization of commitments.
• Arrange internal and external meetings, including scheduling, logistics, agenda preparation, and follow-up tracking.
• Serve as a primary point of contact for executive communications, managing correspondence and ensuring timely responses.
• Screen, organize, and prioritize incoming emails, messages, and requests to maximize executive productivity.
• Prepare reports, presentations, briefing materials, and business documents for meetings and decision-making purposes.
• Track action items, deadlines, and deliverables to ensure projects remain on schedule and objectives are achieved.
• Assist in planning and coordinating company events, leadership meetings, workshops, and virtual conferences.
• Manage travel arrangements, including flights, accommodations, transportation, and detailed itineraries.
• Conduct research on industry trends, competitors, potential clients, and business opportunities, presenting findings in concise reports.
• Support recruitment efforts by coordinating interviews, communicating with candidates, and maintaining hiring records.
• Monitor key business metrics and compile performance reports for leadership review.
• Maintain and update CRM platforms, databases, and operational records with a high level of accuracy.
• Use QuickBooks to assist with bookkeeping, expense tracking, transaction categorization, invoice management, and financial recordkeeping.
• Assist with accounts payable and accounts receivable, including invoice processing, payment tracking, and follow-up.
• Reconcile financial records and identify discrepancies or missing information for leadership review.
• Handle expense tracking, reimbursement requests, and budget-related administrative tasks.
• Develop, improve, and document internal processes to increase operational efficiency.
• Organize digital assets, company files, contracts, financial records, and confidential documentation in structured systems.

• Collaborate with cross-functional teams to ensure smooth communication and project execution.
• Assist with client relationship management by coordinating follow-ups, preparing meeting materials, and maintaining records.
• Support sales and marketing initiatives through lead tracking, campaign coordination, and administrative assistance.
• Monitor executive priorities and proactively identify opportunities to streamline workflows and improve productivity.
• Manage special projects and ad hoc assignments while maintaining quality and meeting deadlines.

Qualifications & Skills:

• Minimum of 3 years of experience as an Executive Assistant, Senior Virtual Assistant,
• Operations Coordinator, or similar support role.
• Hands-on experience with QuickBooks is required.
• Experience with bookkeeping, invoicing, expense management, accounts payable/receivable, or financial administration is highly preferred.
• Strong understanding of basic accounting and financial recordkeeping principles.
• Excellent written and verbal English communication skills.
• Advanced proficiency with Google Workspace and/or Microsoft Office applications.
• Experience using productivity and project management tools such as ClickUp, Asana, Trello, Monday.com, Notion, Slack, or similar platforms.
• Familiarity with CRM systems including HubSpot, Salesforce, Zoho, or equivalent software.
• Strong ability to prioritize tasks, manage competing deadlines, and adapt to changing business needs
• Exceptional attention to detail with strong problem-solving and decision-making capabilities.
• Ability to work independently while maintaining consistent communication with leadership.
• High level of professionalism, integrity, and confidentiality, particularly when handling sensitive financial information.
• Experience supporting executives, founders, or senior leadership teams is highly preferred.

Benefits

• work-from-home opportunity.
• Opportunity to contribute to a growing business by enhancing efficiency and client experience.
• Supportive and collaborative work environment.

Schedule:

• 40 hours per week
• Monday to Friday
• Night shift - PH time