Benefits:

401(k)

Dental insurance

Health insurance

Paid time off

Training & development

Vision insurance

About the Role

We are seeking a highly organized, detail-driven Executive Assistant / Bookkeeper to support the CEO, CFO, and outside accounting partners.

This role leans heavily toward bookkeeping and executive support, with office administration filling the remaining time.

Approximately:

50% Bookkeeping

30–40% Executive Support

10–20% Office/Admin Operations

This is not a passive administrative role. We need someone structured, disciplined, and confident enough to ensure processes and financial controls are followed consistently — even at the executive level.

Key Responsibilities

Bookkeeping (Primary Focus)

Manage day-to-day bookkeeping in QuickBooks Online

Maintain books for the primary company file and multiple smaller affiliated entities

Process and code accounts payable and receivable

Perform bank and credit card reconciliations

Assist with month-end close

Prepare internal financial reports for CEO and CFO

Coordinate with outside accountants on tax filings, 1099s, and reporting

Credit Card & Expense Oversight

Collect, review, audit, and maintain receipts for all employee credit card transactions on a weekly basis

Follow up on missing receipts and discrepancies

Ensure strict compliance with company policies

Maintain organized documentation and audit trail

Executive Assistant Support

Manage CEO calendar and scheduling

Coordinate meetings and travel

Track follow-ups and ensure tasks are completed

Prepare correspondence and reports

Maintain confidentiality at all times

Ensure leadership follows proper approval and documentation procedures

Administrative Support

Maintain organized digital and physical filing systems

Oversee vendor communications

Assist with HR administrative tasks

Support operational projects as needed

Qualifications

3+ years bookkeeping experience required

Strong proficiency in QuickBooks Online

Experience managing multiple company files/entities preferred

Experience supporting senior executives preferred

Proficient in Microsoft Office (Excel, Word, Outlook), OneDrive, and Teams

Strong understanding of AP/AR processes

Highly organized with strong follow-through

Comfortable upholding policy and process — even when it requires firmness

Ideal Candidate Profile

Highly organized and structured (“Type A” mindset)

Detail-oriented and process-driven

Confident holding leadership accountable to procedures

Strong financial discipline

Comfortable managing multiple priorities

Professional, steady, and discreet

Attention to Detail Matters: If you have read this entire job posting and believe you are an ideal candidate, please reply using the subject line:

“The Eagle Has Landed”

Applications without this subject line will not be considered.

Benefits

Health and Dental benefits

Paid time off

Simple IRA

Professional development opportunities