Chief Executive Assistant - Bookkeeping Focused
United States, excluding New York, EST, CST, MST, or PSTContractExecutive
Salary not disclosed
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Job Details
- Required Skills
- Microsoft ExcelMicrosoft OfficePowerPointQuickBooks
Requirements
- Administrative experience supporting senior leaders
- Experience supporting executive-level roles (strongly preferred)
- Based in a U.S. time zone (EST, CST, MST, or PST)
- Available during normal business hours Monday–Friday, 9 AM–5 PM
- Commit a minimum of 20 hours per week
- Experience working remotely (strongly preferred)
- Reliable home office setup (Mac or PC, webcam, high-speed internet, smartphone, quiet workspace)
- Strong written and verbal communication skills
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Familiarity using project management tools
- Experience managing schedules, communication, and priorities across time zones
- Understanding of cross-cultural communication
- Exceptional organization and attention to detail
- High emotional intelligence and situational awareness
- Tech-savvy and quick to learn new systems and tools
- Proactive mindset that anticipates needs
- Experience with QuickBooks, Xero, or similar tools (helpful)
- Experience supporting bookkeeping or financial operations (helpful)
- Strong comfort working with numbers and financial documentation (helpful)
Responsibilities
- Manage and optimize complex executive calendars across time zones
- Anticipate conflicts and proactively resolve scheduling issues
- Protect executive focus by enforcing priorities and boundaries
- Manage executive inboxes with discretion and sound judgment
- Draft, respond to, and triage correspondence on behalf of executives
- Coordinate domestic and international travel end-to-end
- Prepare meeting materials, agendas, presentations, and reports
- Track action items, deadlines, and follow-through across initiatives
- Create, document, and refine workflows to improve efficiency
- Conduct research on competitors, tools, vendors, and market trends
- Track and organize expenses, receipts, and financial records
- Assist with invoice tracking and follow-ups
- Support reconciliation of transactions and documentation
- Prepare basic financial summaries for executive review
- Coordinate with accountants, bookkeepers, or finance teams
- Handle sensitive and confidential information with absolute integrity
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