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.