Executive Assistant with Bookkeeping Experience

Executive Assistant with Bookkeeping (Full-Time, Remote)

Hours: Full-Time | 9:00 AM – 6:00 PM EST

About the Role
We are a dynamic and fast-growing company looking for an Executive Assistant with real bookkeeping experience to support our leadership team.

The bookkeeping side is the core of this role. You will own QuickBooks: categorizing expenses correctly against the chart of accounts, preparing monthly client invoices, and keeping the books clean and current. Alongside that, you will handle vendor follow-ups, calendars, travel, and general admin.

Please note: this role requires hands-on QuickBooks or equivalent bookkeeping experience. If you have not personally categorized expenses or prepared invoices in an accounting system before, this will not be the right fit.

We are looking for someone who takes ownership, comes to the team with answers rather than waiting to be asked, and flags questions early instead of guessing.

What You’ll Do
Bookkeeping and Invoicing
Categorize expenses in QuickBooks against the chart of accounts and attribute them to the correct project
Prepare monthly client invoices and bring them to the team ready for review
Keep receipts, records, and documentation uploaded and organized
Track which invoices are paid and which are outstanding, and follow up on overdue accounts
Ask when something is unclear rather than filing it incorrectly

Vendor Coordination
Reach out to vendors for quotes and keep responses organized
Place orders and follow up with suppliers on status and tracking
Flag delays early and ask vendors for alternatives when an item is backordered
Keep purchasing records up to date

Executive and Sales Support
Manage calendars and schedule meetings, calls, and follow-ups
Book and coordinate travel including flights, accommodations, and itineraries
Keep CRM records updated and log outreach activity
Put together a simple weekly pipeline summary
Take on one-off requests and see them through without needing reminders

General Admin
Keep digital files and documentation organized
Manage subscriptions, renewals, and service providers
Coordinate with the bookkeeper and insurance broker as needed
Run the weekly check-in: come prepared with what you need and what’s coming up
Suggest improvements where you spot something inefficient

What We’re Looking For
Hands-on QuickBooks experience is required, including expense categorization and invoicing
Understanding of basic bookkeeping and how expenses map to a chart of accounts is required
Experience in an executive assistant, admin, or coordination role within a company is required — freelance marketplace work alone will not be enough
Experience supporting U.S.-based clients or teams is required
Fluent written and spoken English with confident client and vendor communication
Excellent organizational skills and attention to detail with the ability to manage several things at once
Able to work independently and manage your own day without being chased
Experience with vendor coordination, purchase orders, or order tracking is preferred
CRM and sales administration experience is preferred
Experience coordinating travel or calendars for senior leadership is preferred
Prior experience at an interior design or architecture firm is preferred

What We Offer
Full-time, long-term role
Paid Time Off (PTO)
Paid U.S. holiday leaves
Medical stipend after 3 months
Opportunity to grow into expanded responsibility over time
Clear opportunities for growth and professional development
Collaborative, supportive, and people-first work environment

Please submit your updated CV to apply. Only shortlisted candidates will be contacted.