Executive Administrative Assistant

Executive Administrative Assistant Location:

Doylestown, PA (In-Office)

Salary:

$50,000-65,000

Job Type:

Full-time, Direct Hire Position Summary Core Financial Outsourcing is not your average accounting firm! We are a bookkeeping, accounting, tax, and consulting firm located in Doylestown, PA, providing services both onsite and virtually for a wide variety of clients. We are seeking a highly organized and professional Executive Administrative Assistant to support our executive leadership team (COO and CEO). This role is client-facing, requires strong communication skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment, while supporting office operations, billing, and administrative tasks. What Success Looks Like Client onboarding is completed efficiently with minimal follow-up Billing processes are accurate, timely, and well-organized Executive schedules and priorities are managed effectively Office operations run smoothly with strong organizational support Clients and team members experience responsive, professional communication Essential Functions and Responsibilities Executive Support Manage calendars and scheduling for executive leadership (COO and CEO) Coordinate meetings, appointments, and occasional travel arrangements Assist with prioritization of executive tasks and communications Client Management Serve as a point of contact for clients, providing professional and timely communication Assist with onboarding new clients, including collecting documentation and setting up files Support client inquiries and ensure a welcoming, high-quality client experience Billing Assist with billing processes, including invoice generation and tracking outstanding balances Support collections efforts and maintain accurate billing records Office Operations Maintain accurate physical and digital records; coordinate office operations and supplies Handle incoming and outgoing mail Assist with planning and coordinating office events and meetings Prepare paperwork for new employee onboarding Education and Experience 2+ years of administrative experience required Experience in a professional services environment (accounting, legal, consulting, etc.) preferred Required Skills/Abilities (Must-Haves) Strong proficiency in Microsoft Office (Excel, Outlook, Word) Experience with client-facing or customer service responsibilities Highly organized with strong attention to detail Excellent interpersonal and communication skills Ability to manage multiple priorities and meet deadlines Ability to handle confidential information with professionalism Preferred Skills (Nice-to-Haves) Experience with QuickBooks Desktop and/or QuickBooks Online Experience with billing, invoicing, or collections Experience using Microsoft Teams or similar collaboration tools Compensation and Benefits Salary range: $50,000-65,000, commensurate with experience Comprehensive benefits package including medical, dental, and vision with employer subsidy. Life insurance benefits are provided at no cost to the employee. Short- and long-term disability are available and are 100% employee-paid. 401(k) with employer match Paid holidays and vacation time Work Environment Monday-Friday, 40 hours per week (in-office) Collaborative, flexible, team-oriented environment with regular team events Opportunities for career growth Why Work Here? Our culture is best described as "Flexible." We prioritize work-life balance while maintaining high standards for client service. The environment is collaborative, supportive, and designed to help employees succeed.