Executive Assistant

Role Summary

We are on the lookout for an Executive Assistant with a blend of strong recruitment coordination and financial operations experience. Reporting directly to the CEO and senior leadership, this role requires someone highly organized and detail-oriented who can serve as a strategic partner, ensuring smooth execution in hiring, financial oversight, and executive administrative tasks.

Key Responsibilities

• Oversee calendar management, meetings, travel arrangements, and communication for senior leaders.
• Create presentations, reports, and dashboards for executive use.
• Handle entire recruitment coordination, including scheduling interviews, follow-ups, and candidate communications.
• Collaborate closely with HR and hiring stakeholders to maintain recruitment pipelines.
• Partner with finance teams managing billing, payments, and vendor relations.
• Monitor project expenditures, resource allocation, and financial key performance indicators.
• Utilize QuickBooks for daily financial tasks such as invoicing, billing cycles, payment tracking, and report generation.
• Maintain accurate financial records by recording, categorizing, and reconciling expenses.
• Assist accounts payable and receivable operations including follow-ups and collections.
• Produce vital financial documents like profit and loss statements, balance sheets, and cash flow reports for leadership review.
• Support monthly and quarterly financial closing procedures to ensure prompt and precise reporting.

Required Qualifications

• Bachelor's degree in Business Administration, Finance, Human Resources, or related discipline.
• Between 4 to 8 years of experience acting as an Executive Assistant, with involvement in recruitment and financial functions.
• Sound knowledge of hiring workflows along with fundamental financial concepts such as invoicing, budgeting, and expense management.
• Exceptional organizational skills and ability to manage multiple priorities effectively.
• Advanced skills in Microsoft Excel, PowerPoint, and modern collaboration platforms like Teams or Slack.
• Familiarity with applicant tracking systems (ATS) and financial software such as ERP or CRM is advantageous.
• Strong communication capabilities and proven skill in managing stakeholder relationships.

Additional Information

Working Hours: 7:00 AM to 3:00 PM PST, 8 hours daily.
Direct Report: CEO and Senior Leadership.
Compensation: $20 per hour.