Operations Manager / Executive Assistant

Level One Personnel•Columbia, MD

2d•$75,000 - $80,000•Remote

About The Position

The Executive Assistant / Operations Manager serves as the CEO’s closest operational partner and the financial backbone of the client and its affiliated companies. The role owns full-cycle, multi-entity bookkeeping in QuickBooks, including reconciliations, journal entries, cash flow, contract invoicing, payroll, benefits, and compliance across multiple companies and entities. It also supports modernization of onboarding and timekeeping using cloud-based capabilities. Combining accounting expertise with executive and personal assistant capabilities, the position keeps the CEO organized and accountable by anticipating needs, managing calendars and priorities, tracking commitments and deadlines, preparing for meetings, and ensuring follow-through. The role also supports business growth by identifying opportunities through GovWin, maintaining SDVOSB and state registrations, and evaluating new leads. It is a trusted and discreet position focused on accuracy, operational structure, and growth-minded execution in a fast-moving small business. The position is remote, with the candidate required to be local to the Baltimore/Washington, DC metro area for intermittent local travel. The schedule is Monday through Friday, 40 hours per week, with flexible hours. The role may be temp-to-hire or direct hire, at the client’s discretion. Applicants selected will be subject to a background check because the position involves confidential financial and personnel information.

Requirements

Bachelor’s degree in Accounting, Finance, Business, or a related field, or equivalent experience of 7 or more years in accounting, bookkeeping, or business operations.
Demonstrated experience managing the books of multiple companies simultaneously in QuickBooks.
Expertise in full-cycle bookkeeping, including reconciliations, journal entries, intercompany transactions, budgeting, and financial reporting.
Payroll administration experience, including leave accruals, deductions, and year-end reporting.
Experience with government contract invoicing and incremental funding/burn-rate tracking.
Strong executive and personal assistant capabilities, including calendar management, scheduling, meeting preparation, and priority management.
Exceptional organization, follow-through, and discretion, with the confidence and initiative to keep a CEO accountable.

Nice To Haves

Experience in a small business government contractor environment, including incremental funded contracts.
Familiarity with GovWin or other federal opportunity platforms and SDVOSB registration processes.
Experience with 401(k) administration, annual census/Form 5500 support, and Workers’ Compensation audits.
Experience managing intercompany accounting across affiliated entities.
Prior operations leadership or business ownership experience.

Responsibilities

Manage full-cycle bookkeeping in QuickBooks across multiple companies and entities.
Handle reconciliations, journal entries, intercompany transactions, budgeting, cash flow, and financial reporting.
Manage contract invoicing and track incremental funding and burn rates.
Administer payroll, including leave accruals, deductions, and year-end reporting.
Manage benefits and compliance across multiple companies and entities.
Support modernization of onboarding and timekeeping using cloud-based capabilities.
Manage the CEO’s calendar, scheduling, priorities, and meeting preparation.
Track commitments and deadlines, anticipate the CEO’s needs, and ensure follow-through.
Identify opportunities through GovWin, maintain SDVOSB and state registrations, and evaluate new leads.
Support the day-to-day operations and growth of the business in collaboration with the CEO, employees, and partners.