JOB DESCRIPTION
Executive Assistant
Finance-Focused | Small Business
Department: Operations/Finance | Reports To: Owner/CEO | Employment Status: Contractor (1099)
Position Summary
The Executive Assistant serves as the operational backbone of the business, providing high-level administrative and financial support to the Owner/CEO. This role requires a detail-oriented, proactive professional with a strong grasp of financial operations and proficiency in QuickBooks. The ideal candidate thrives in a fast-paced small business environment, handles confidential information with discretion, and brings both organizational expertise and financial acumen to every task.
Key ResponsibilitiesFinancial Management & QuickBooks
- Manage day-to-day bookkeeping in QuickBooks (Online or Desktop), including accounts payable, accounts receivable, and bank reconciliations
- Record and categorize all business transactions accurately and in a timely manner
- Generate and distribute financial reports including P&L statements, balance sheets, and cash flow reports on a weekly/monthly basis
- Process vendor invoices, track payments, and follow up on outstanding receivables
- Assist with payroll processing and ensure records are current in QuickBooks
- Prepare documentation and organize financial records for tax filings and CPA review
- Maintain and reconcile credit card accounts and expense reports
- Monitor budgets and flag variances or cash flow concerns to leadership
Executive & Administrative Support
- Manage the CEO’s calendar, schedule meetings, and coordinate travel arrangements
- Draft, proofread, and send correspondence including emails, proposals, and client communications
- Prepare meeting agendas, take minutes, and follow up on action items
- Serve as a gatekeeper and primary point of contact for internal and external stakeholders
- Maintain organized digital and physical filing systems for contracts, financial documents, and business records
- Coordinate with vendors, contractors, and service providers on behalf of leadership
Operations Support
- Track and renew business licenses, subscriptions, and vendor agreements
- Support onboarding of new employees or contractors, including collecting documentation
- Assist with special projects, research, and ad hoc tasks as assigned by the CEO
- Identify opportunities to streamline administrative and financial workflows
QualificationsRequired
- 3+ years of experience as an executive assistant, office manager, or bookkeeper in a small business environment
- Hands-on proficiency with QuickBooks Online and/or QuickBooks Desktop — must be able to hit the ground running
- Strong understanding of basic accounting principles (A/P, A/R, reconciliations, P&L)
- Exceptional organizational skills and the ability to manage multiple priorities simultaneously
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and/or Google Workspace
- High degree of professionalism and discretion with confidential financial and business information
- Strong written and verbal communication skills
Preferred
- QuickBooks ProAdvisor certification
- Associate’s or Bachelor’s degree in Business Administration, Accounting, or related field
- Experience supporting a founder or owner-operator in a growing business
- Familiarity with payroll platforms (Gusto, or similar)
- Experience coordinating with external CPAs and tax professionals
Key Competencies
- Financial literacy — comfortable interpreting financial data and surfacing insights
- Attention to detail — accuracy is non-negotiable in both financials and communications
- Proactive mindset — anticipates needs and acts without being asked
- Reliability — follows through consistently and meets deadlines
- Adaptability — comfortable with ambiguity and shifting priorities in a small business
- Integrity — trusted with sensitive financial and personnel information
Work Environment & Schedule
- Contract position; hours and schedule to be defined based on Statement of Work (SOW)
- Fully remote (work from anywhere)
- Collaborative, small-team environment with direct access to ownership and leadership
Compensation
Salary commensurate with experience. No benefits provided; compensation is paid against an SOW. This is an excellent opportunity to grow with the business and take on increasing responsibility over time.
This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties may be modified at the discretion of management.
Sueldo: $12,000.56 - $18,469.37 al mes
Lugar de trabajo: Empleo remoto
