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Executive Assistant with Experience in Business Accounting / Bookkeeping

Category: Product ID: 4930

Description

About the job

We are looking for a responsible Executive Assistant with Accounting Experience to support our senior managers promptly and professionally You will provide high-quality administrative, clerical, and accounting assistance to top-level executives


The primary duties include managing and executing tasks, documenting processes and procedures, accounting debits and credits, scheduling meetings, making travel arrangements, and organizing daily calendars To be successful in this role, you should be proactive, meet deadlines and communicate effectively Our ideal candidate also has previous experience as a Bookkeeper and an Executive Assistant and is familiar with office management technologies


Ultimately, you should be able to identify and address the needs of senior managers and perform administrative/accounting tasks to ensure our company’s workflow runs smoothly


Clear spoken and written English is a MUST


Responsibilities:


● Coordinate daily calendars of senior managers


● Plan appointments and events


● Act as the point of contact between executives and employees/clients


● Create regular reports and update internal databases


● Make travel arrangements


● Manage phone calls and emails


● Respond promptly to managers’ queries


● Facilitate internal communication (eg distribute information and schedule presentations)


● Suggest more efficient ways to run the office and troubleshoot malfunctions


● Review and recommend changes to our company policies


● Data Entry


● Fill Out Forms


● Filing


● Perform Bookkeeping Tasks


● Purchase Supplies


● Creating Estimates and Invoices


● Sending and Receiving Bills


● Reconcile Accounts


● Monitor Credit Cards


● Reconcile Credit Cards


● Applying Customer Payments to Customer Invoices and Balances


● Apply Outgoing Vendor Payments and Incoming Customer Payments


● Make Sure Managers Sign Off on Purchase Orders & Invoices


● Ensure Bills Are Entered & Paid Accurately


● Monitor and collect accounts receivable by contacting clients via telephone, email, and mail


● Assist in streamlining and improving the accounts receivable process, identifying performance improvement areas


● Communicate discrepancies to the management team, identify slow-paying customers, and recommend collection candidates


● Support the company in optimizing financial transactions and systems by reconciling payments and customer accounts


● Exercise integrity and confidentiality in financial reporting, and comply with federal, state, and local financial requirements


● Support other accounting and finance team members, inventory management, and cost accounting



Requirements and Skills:


● Proven work experience as an Executive Assistant, Executive Administrative Assistant, or similar role


● Knowledge of office procedures


● Solid experience with office management systems, ERPs, and MS Office


● Familiarity with online calendars and cloud systems


● Experience using office equipment, including printers and fax machines


● Strong communication skills (via phone, email, and in-person)


● Experience exercising discretion and confidentiality with sensitive company information


● Excellent organizational skills with an ability to think proactively and prioritize work


● High school degree; additional qualifications as Personal Assistant or Secretary are a plus


● Need to be Comfortable Handling the Payable/Receivable Side of Accounting


● Need to Know How to Apply Payments, Enter & Receive Bills, and Reconcile Credit Cards


● Ability to be Resourceful & Proactive when Issues Arise


● Professional Attitude & Appearance


● Solid Written & Verbal Communication Skills


● Detail-Oriented


● Strong Organizational Skills


● Strong Time Management Skills


● Strong Problem Solving Skills


● Ability to Multitask


● Strong Math Ability


● Energetic & Hard Working