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TYPE OF WORK
Full Time
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SALARY
$1,200/month
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HOURS PER WEEK
40
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DATE UPDATED
Oct 1, 2025
Position Overview:
We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to the owner of our established accounting firm. This role requires exceptional attention to detail, strong communication skills, and the ability to handle confidential information with discretion. The ideal candidate will serve as a trusted partner in managing daily operations and ensuring smooth business functionality.
Key Responsibilities:
Admin support
Manage complex calendar scheduling, including client meetings and professional engagements
Coordinate travel arrangements and prepare detailed itineraries
Handle incoming communications via phone,
Prepare, edit, and format correspondence, reports, and presentations
Maintain organized filing systems for both physical and electronic documents
Accounting and Bookkeeping Support
Perform data entry and transaction recording in QuickBooks for multiple client accounts
Reconcile bank statements and credit card accounts
Process accounts payable and receivable transactions
Maintain accurate chart of accounts and general ledger entries
Prepare monthly, quarterly, and annual financial reports including profit & loss statements, balance sheets, and cash flow reports
Generate client-specific reports and financial summaries
Review client books for accuracy and completeness before owner review
Client Relations
Serve as primary point of contact between firm owner and clients
Schedule and coordinate client appointments and meetings
Prepare meeting materials and follow-up documentation
Communicate with clients regarding bookkeeping questions and document requests
Maintain client contact database and communication logs
Follow up on outstanding client deliverables and documentation
Business Operations
Assist with project coordination and deadline management
Prepare expense reports and process invoices
Coordinate with other staff members and departments
Handle confidential financial and client information with utmost discretion
Support special projects and business development initiatives
Required Qualifications:
Bachelor's degree in Accounting, Finance, Business, or equivalent experience
Minimum 3-5 years of executive assistant experience, preferably in professional services
Strong proficiency in QuickBooks Online versions
Experience with bookkeeping, financial statement preparation, and basic accounting principles
Proficiency in Microsoft Office Suite, especially Excel for financial reporting
Excellent written and verbal communication skills
Strong organizational abilities and attention to detail
Ability to prioritize multiple tasks and work under pressure
Professional demeanor and appearance
Absolute discretion with confidential information
Preferred Qualifications:
Associate's degree in Accounting or related certification (QuickBooks ProAdvisor, etc.)
Experience in public accounting or bookkeeping services
Knowledge of tax preparation and compliance requirements
Experience with multiple accounting software platforms
Experience with client relationship management systems
Project management skills
