Business Executive Assistant

CaseGuard•Arlington, VA

5h•$60,000 - $75,000

About The Position

We are looking for a sharp, detail-oriented Business Executive Assistant to act as a central hub for our operations. Unlike a traditional EA role, this position is deeply integrated into our revenue cycle and business logistics. You will be responsible for managing the billing process for new sales, ensuring clients pay on time, and orchestrating our presence at national conferences. The ideal candidate is someone who is as comfortable in a spreadsheet as they are booking a complex multi-city travel itinerary.

Requirements

Previous experience with billing, invoicing, or basic accounting is highly preferred.
A highly organized, systems-oriented professional who excels at managing concurrent workstreams within a fast-paced startup environment.
Ability to maintain a “firm but polite” approach, navigating past-due accounts with high emotional intelligence to secure payment while strengthening the client relationship.
Proficiency in QuickBooks/FreshBooks, Salesforce, and Microsoft Excel.
High level of integrity when handling sensitive financial and company data.

Responsibilities

Invoice Management: Generate and send invoices for new sales and recurring renewals.
Accounts Receivable: Proactively follow up with clients on outstanding payments to ensure healthy cash flow.
Financial Admin: Maintain organized records of all billing communications, vendor registration, and payment statuses.
Travel Management: Research, book, and manage end-to-end travel (flights, hotels, ground transport) for the business dev team.
Conference Planning: Handle registration, booth logistics, and materials shipping for industry trade shows and conferences.
Expense Tracking: Reconcile travel expenses and ensure they align with company budgets.
Act as a professional point of contact for clients regarding administrative and billing inquiries.
Suggest and implement ways to streamline office operations.
Assist with research and administrative tasks related to business growth and operations.