Bookkeeper & Executive Assistant — QuickBooks & Paychex Experience Preferred

We are looking for a highly trustworthy, extremely detail-oriented Bookkeeper & Executive Assistant to help manage the financial and administrative side of an established U.S.-based business.

This is not simply a data-entry bookkeeping position.

I am looking for someone who understands the numbers, catches mistakes, stays ahead of deadlines, and keeps our financial records organized and accurate. You will work closely with me and help make sure everything is properly prepared for payroll, taxes, Paychex, and our CPA.

Bookkeeping & QuickBooks

You will be responsible for helping with:

* Managing and maintaining QuickBooks Online
* Accurately categorizing transactions
* Reconciling bank and credit card accounts
* Reviewing transactions for errors or discrepancies
* Keeping our books current, clean, and organized
* Accounts payable and expense tracking
* Tracking receipts, invoices, bills, and financial documents
* Reviewing financial reports and identifying anything that does not look correct
* Preparing financial information and documentation for our CPA
* Helping make sure our books are tax-ready throughout the year

Payroll, Paychex & State Tax Coordination

Our company uses Paychex for payroll and payroll-related tax filings, so experience with Paychex is highly preferred.

You will help:

* Work with and understand the Paychex payroll system
* Review payroll information for accuracy
* Help prepare payroll information before processing
* Maintain employee payroll records and documentation
* Review payroll reports and reconcile payroll with QuickBooks
* Coordinate with Paychex when there are questions, discrepancies, or changes
* Track payroll-related deadlines and documentation
* Help oversee and verify payroll tax filings handled through Paychex
* Understand and help track employer requirements in Illinois and Indiana
* Maintain organized records related to state payroll taxes and filings
* Work with Paychex and our CPA to make sure required information is provided and records remain accurate

You do not need to be our CPA or tax professional, but you must understand bookkeeping and payroll well enough to know what needs to be completed, what documentation needs to be maintained, and when something does not look right.

Executive Assistant Responsibilities

This position will also work directly with me on administrative responsibilities, including:

* Organizing business and financial documents
* Managing spreadsheets and reports
* Following up on important tasks and deadlines
* Helping organize emails and information
* Preparing documents
* Tracking recurring business obligations
* Communicating with vendors and service providers when necessary
* Helping me stay organized and making sure important items do not fall through the cracks

Who I’m Looking For

The right person is:

* Extremely detail-oriented
* Highly trustworthy and discreet with sensitive financial information
* Experienced with QuickBooks Online
* Familiar with Paychex or a similar U.S. payroll platform
* Knowledgeable about bookkeeping and U.S. business accounting practices
* Familiar with payroll and payroll tax processes
* Comfortable working with bank accounts, credit cards, payroll records, and financial reports
* Experienced preparing records for a U.S.-based CPA
* Able to recognize mistakes or inconsistencies instead of simply entering data
* Organized and proactive
* Excellent at following through
* Comfortable asking questions when something is unclear
* Strong written and spoken English
* Able to work independently without constant supervision

Experience working with U.S.-based businesses is strongly preferred. Experience with QuickBooks Online, Paychex, and multi-state payroll involving Illinois and Indiana would be a major advantage.

Compensation

Starting salary is approximately ₱30,000 PHP per month, depending on experience and qualifications.

I am looking for someone interested in a stable, long-term position who can eventually become a trusted member of our business and take real ownership over keeping our financial and administrative records organized.

How to Apply email ----------

Please answer the following:

1. How many years of bookkeeping experience do you have?
2. Describe your experience with QuickBooks Online.
3. Have you worked with Paychex? If yes, explain what you handled inside Paychex.
4. Have you handled bookkeeping or payroll for a U.S.-based company?
5. Do you have experience with multi-state payroll or payroll taxes? Please explain.
6. Have you ever worked with payroll or state filings in Illinois or Indiana?
7. Describe your experience preparing financial records for a CPA.
8. Tell me about a bookkeeping or payroll error you caught that someone else missed. What happened, and how did you fix it?
9. What is your current or most recent monthly salary?
10. What monthly salary are you seeking?
11. What hours are you available to work, and can you overlap with U.S. Central Time?

At the very top of your application, write: “DETAILS MATTER.”

Applications that do not include this phrase will not be considered.

We are looking for someone who takes ownership of their work, notices the small things, and can become someone we trust with an important part of our business.