Executive Administrative Assistant

Core Financial Outsourcing • Doylestown, PA

2d • $50,000 - $65,000 • Onsite

About The Position

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

Requirements

• 2+ years of administrative experience required
• Experience in a professional services environment (accounting, legal, consulting, etc.) preferred
• 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

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

Responsibilities

• 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
• 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
• Assist with billing processes, including invoice generation and tracking outstanding balances
• Support collections efforts and maintain accurate billing records
• 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

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed
• Number of Employees: 1-10 employees