Job Summary We are seeking a dynamic, highly organized, and detail-oriented Executive Assistant / Bookkeeper to provide comprehensive administrative and financial support to our leadership team. In this dual-focus role, you will serve as the operational backbone of the organization—managing executive calendars, streamlining internal communications, and overseeing day-to-day accounting and financial functions. The ideal candidate is proactive, exercises strong discretion with confidential matters, and possesses a robust foundation in QuickBooks and GAAP standards.

Key Responsibilities Executive Assistant Duties Calendar & Schedule Management:

Proactively manage complex executive calendars, coordinate internal and external meetings, and resolve scheduling conflicts with sound judgment.

Travel & Logistics:

Plan and coordinate domestic and international travel itineraries, accommodations, and logistics for leadership team members.

Communication & Correspondence:

Act as a professional point of contact between executives, internal teams, board members, and external partners; draft emails, memos, and reports on behalf of leadership.

Meeting Facilitation:

Prepare agendas, compile presentation materials, attend key meetings to take accurate minutes, and track follow-up action items.

Office & Operations Support:

Manage general office operations, organize company events, and handle special projects or administrative tasks as assigned by executive leadership.

Bookkeeping Duties General Ledger & Financial Records:

Maintain accurate general ledger records in full compliance with GAAP and organizational standards, utilizing QuickBooks and MS Excel. Accounts Payable & Receivable (AP/AR): Manage full-cycle AP and AR, including invoice processing, bill payments, client invoicing, tracking collections, and timely account reconciliation.

Bank & Account Reconciliations:

Perform monthly bank reconciliations, balance sheet reconciliations, and comprehensive account analyses to maintain financial integrity.

Payroll & Budgeting Support:

Verify payroll work hours, track departmental expenses, analyze budget variances, and generate detailed financial reports for internal reviews and audits.

Qualifications & Requirements Experience:

Proven experience (2+ years preferred) combining executive-level administrative support and hands-on bookkeeping/accounting, ideally within financial services or non profit environments.

Software Proficiency:

Strong expertise in QuickBooks and advanced proficiency in spreadsheet software ( Excel or Google Sheets ).

Accounting Knowledge:

Solid understanding of double-entry bookkeeping, GAAP principles, journal entries, debits/credits, and payroll regulations.

Administrative Acumen:

Exceptional organizational, time-management, and multitasking skills with the ability to thrive in a fast-paced environment.

Discretion & Communication:

Outstanding written and verbal communication skills, coupled with the highest level of integrity and discretion when handling sensitive or confidential information.

Pay:

$36.00 - $38.00 per hour Expected hours: No less than 40.0 per week

Benefits:

Paid time off Application Question(s): Are you able to pass a nationwide criminal background check?

Education:

Bachelor's (Preferred)

Experience:

Microsoft Excel:

2 years (Required)

QuickBooks:

3 years (Required) Executive administrative support: 3 years (Required) Shift availability: Day Shift (Preferred) Ability to

Commute:

Hollywood, FL 33020 (Required)

Work Location:

In person