Administrative & Accounting Assistant
About The Position
The Administrative & Accounting Assistant provides executive, administrative, and accounting support, serving as a trusted partner to the CEO. The role manages the CEO’s calendar, meetings, communications, documents, and confidential information while coordinating activities across departments and supporting company initiatives. The position also assists with accounting administration and financial reporting, including reconciliations, reports, sales and payment mapping, payroll-related reporting, and coordination with multiple locations. The successful candidate is expected to anticipate needs, manage competing priorities, maintain accuracy and discretion, communicate effectively, and adapt to changing requests. The role works directly with executive leadership and contributes to executive decision-making support, critical business coordination, and efficient administrative and financial processes.
Requirements
- Previous experience as an Executive Assistant, Senior Administrative Assistant, or similar executive support professional.
- Experience providing administrative support to senior executives or business owners.
- Strong organizational skills and ability to manage complex calendars and competing priorities.
- Working knowledge of basic accounting principles, financial reporting, and reconciliation processes.
- Proficiency in Microsoft Office, particularly Excel, Outlook, and Word.
- Exceptional written and verbal communication skills.
- Strong attention to detail, accuracy, and follow-through.
- Ability to exercise independent judgment, solve problems, and anticipate executive needs.
- Demonstrated ability to maintain strict confidentiality and handle sensitive information.
- Professional demeanor and ability to interact effectively with employees, vendors, and senior leadership.
- Ability to work independently in a fast-paced environment with minimal supervision.
Nice To Haves
- Experience supporting a CEO, President, or other C-suite executive.
- Previous experience combining executive administrative duties with accounting or finance support.
- Experience with bank reconciliations, financial reporting, cash flow tracking, and accounting systems.
- Experience supporting a multi-location organization, preferably in the restaurant, hospitality, retail, or service industries.
- Advanced Excel skills, including spreadsheets, formulas, and financial data organization.
- Familiarity with payroll reporting, sales reconciliation, and general ledger processes.
Responsibilities
- Manage and maintain the CEO’s calendar, appointments, meetings, travel arrangements, and professional and personal commitments.
- Coordinate meetings, prepare agendas and materials, and manage follow-up activities.
- Serve as a primary point of contact for the CEO and manage communications with employees, leadership, board members, vendors, and external business partners.
- Handle incoming calls, emails, correspondence, and inquiries, prioritizing matters requiring executive attention.
- Prepare, edit, and organize correspondence, reports, presentations, contracts, and confidential documents.
- Anticipate the CEO’s needs, address scheduling conflicts, and support efficient use of executive time.
- Maintain accurate records, organize files, and support administrative projects and company initiatives.
- Coordinate activities across departments to support timely communication and completion of assignments.
- Handle sensitive and confidential company and personal information with discretion.
- Adapt to changing priorities, urgent requests, and interruptions.
- Assist with bank reconciliations, financial reporting, and general accounting administration.
- Support preparation and maintenance of balance sheets, cash flow reports, and rent reports.
- Review third-party accounting entries and help identify discrepancies.
- Monitor and organize accounting department emails, documentation, and reporting requests.
- Track DSS reporting and communicate with locations about missing or overdue submissions.
- Assist with workers’ compensation invoices and related documentation.
- Prepare and maintain PayActiv reports and other payroll-related financial reporting.
- Support sales calculations, including 7901 sales reporting.
- Help map incoming sales and payments to appropriate sales accounts.
- Coordinate weekly communications and reporting across multiple locations.
- Order and track banking supplies, including deposit slips and deposit bags.
- Maintain accurate location listings and update company directories.
- Assist with additional accounting projects, reporting requirements, and administrative tasks as assigned.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
