Executive Administrative Assistant - Bookkeeping

This is a remote position.

Position Summary :

We are seeking a highly organized, detail-oriented Executive Administrative Assistant to support the leadership team. This role requires strong expertise in QuickBooks , administrative systems, and operational support. The ideal candidate will be proactive, reliable, and comfortable handling confidential financial and employee information.

You will serve as a key support partner to the executive team, ensuring accuracy in financial tracking, smooth employee onboarding, and efficient management of administrative tasks.

Key Responsibilities :

1. Financial & Bookkeeping Support

Manage and reconcile transactions in QuickBooks (mandatory skill)

Perform American Express receipt matching using Dropbox and QuickBooks categorization

Support point-of-sale reporting and journal entries from the Meevo software

2. Administrative & HR Support

Lead employee onboarding, including entering staff into Meevo, ADP payroll, and completing compliance steps (background checks, reference checks, required forms)

Maintain accurate personnel and compliance records for audits and government reporting (e.g., Census Bureau filings)

Update voicemail systems and other operational platforms as needed

Assist in managing executive email correspondence when required

3. Operational & Project Support

Create and maintain Excel spreadsheets with formulas for reporting and analysis

Perform website updates in WordPress (e.g., updating class dates for massage school)

Support documentation of SOPs and processes in collaboration with leadership

Administration of special projects

Completing insurance audit paperwork

Census Bureau reporting

4. Optional / Preferred Tasks

Support with social media coordination and Canva designs for promotions (nice-to-have, not mandatory)

Familiarity with EOS tools and Asana project management (preferred, not required)

Requirements

Qualifications & Skills

Mandatory

Proven experience with QuickBooks (non-trainable, must-have)

Strong proficiency in Excel (including formulas and data management)

Prior experience handling sensitive financial and HR data with confidentiality

Excellent written and verbal communication skills in English

Detail-oriented, thorough, and highly organized

Experience with ADP payroll entry

Ability to make updates in WordPress

Preferred (Nice to Have)

Familiarity with point-of-sale systems

Knowledge of Asana project management , EOS tools , and / or Canva

Social media coordination skills

Benefits

Benefits

Employee Benefits

Health and Wellness : Comprehensive HMO coverage for you and your dependents.

Security and Peace of Mind : Group Life Insurance Benefit to safeguard your future.

Financial Flexibility : Virtual Credit Card for added convenience and purchasing power.

Work-Life Balance : Generous Paid Leaves to recharge and prioritize personal time.

Government Benefits : Full support for required government benefits.

Supplemental Pay Types

13th Month Salary : A festive bonus to celebrate the year’s hard work.

Overtime Pay : Compensation for your extra effort and time.

Night Differential : Additional pay for working late hours or shifts.

Incentives : Performance-based incentives to reward your contributions and achievements