Executive Assistant & Accounting Support

O'Mally Management Group • Crosby, TX

11d • $20 - $25 • Onsite

About The Position

O’Mally Management Group has partnered with Palko & Associates to recruit an Executive Assistant & Accounting Support professional for a direct-hire opportunity in Crosby, Texas. Reporting directly to the Owner/Managing Partner, this individual will serve as a trusted second chair—providing the administrative, operational and developing accounting support that allows leadership to remain focused on higher-level priorities. This role is designed for someone who finds satisfaction in making another person and the larger team more effective. The right person notices unfinished details, follows up without repeated reminders, anticipates routine needs and willingly handles both significant assignments and the small, sometimes tedious tasks that keep an office running smoothly. The position will initially focus heavily on administrative support, organization and follow-through. As the employee learns the businesses, establishes trust and demonstrates accuracy, the role will grow into greater ownership of QuickBooks processes, reconciliations and other accounting responsibilities. This is not a position for someone who needs every day to look the same or every assignment to feel “high level.” It is an opportunity to become an indispensable partner by learning what can be taken off leadership’s plate and gradually assuming responsibility for it. This is a professional business position and includes no household or domestic responsibilities.

Requirements

• Hands-on familiarity with QuickBooks Desktop
• Experience providing administrative, executive or accounting support
• Basic understanding of bank and credit-card reconciliations
• Strong computer, scanning, electronic filing and general office skills
• Proficient in Word, Excel, Outlook, and PowerPoint
• Ability to organize information across multiple companies, accounts and inboxes
• Strong attention to detail and comfort working with financial documentation
• Ability to follow established processes accurately
• Sound judgment regarding when to act independently and when to seek approval
• Ability to handle confidential financial and business information with discretion
• Dependable attendance and reliable transportation to Crosby
• Availability to work full-time and 100% on-site

Nice To Haves

• Experience supporting a business owner, executive or senior leader
• Experience working with multiple QuickBooks company files or related entities
• Experience reviewing W-9 forms and maintaining vendor documentation
• Familiarity with EIN applications, business registrations, utilities or vendor-account setup
• Experience managing shared inboxes or multiple email accounts
• Working knowledge of Microsoft Excel, Outlook and electronic document-management systems

Responsibilities

• Serve as a dependable second chair to the Owner/Managing Partner
• Take ownership of routine administrative details and miscellaneous requests
• Monitor multiple email addresses and shared inboxes
• Organize messages, identify priorities and ensure important items receive follow-up
• Track open assignments and follow through until they are completed
• Coordinate documents, deadlines, renewals and recurring obligations
• Scan, label, organize and maintain electronic records
• Gather receipts and match them with the appropriate transactions
• Establish utilities and coordinate account setup for new locations and entities
• Set up and monitor authorized automatic payments
• Assist with EIN applications and other business registrations
• Establish and maintain authorized access to insurance portals, GPS systems, vendor accounts and other business platforms
• Help maintain office organization and continuity when leadership is away
• Anticipate routine needs and identify appropriate ways to make the workday run more smoothly
• Assist with special projects and unexpected operational needs
• Handle both recurring responsibilities and small tasks that might otherwise distract leadership from higher-level work
• Work within multiple QuickBooks Desktop company files for related businesses and ownership entities
• Assist with bank and credit-card reconciliations
• Match receipts and supporting documentation to transactions
• Identify missing, incomplete or inconsistent financial documentation
• Collect and review W-9 forms, deposit instructions and other vendor records
• Assist with vendor reviews and vendor-account maintenance
• Research routine discrepancies and gather information needed for resolution
• Follow established accounting procedures and internal controls
• Maintain confidentiality when handling business and financial information
• Assume independent responsibility for additional reconciliations and accounting processes as proficiency is demonstrated

Benefits

• Direct-hire opportunity
• Compensation may be reviewed as the employee demonstrates the ability to independently manage additional accounting and operational responsibilities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed