Role Summary
We are seeking a highly organized, detail-oriented, and efficiency-driven Executive Assistant with Light Bookkeeping experience to support senior leadership and the finance team in a dynamic, mission-oriented organization. This role combines high-level executive support with hands-on financial administration, including invoice processing, reconciliations, and AP/AR workflows.
You will ensure seamless operations, maintain accurate financial records, and enable leadership to focus on strategic priorities. Experience in medical, healthcare, financial services, or business administration is strongly preferred. Prior experience supporting a global or multi-site organization will be a distinct advantage.
Key Responsibilities
Executive Support: Calendar and inbox management, document prep, internal communications, team coordination, and leadership support.Financial Administration / Bookkeeping:Accounts Payable (AP): Invoice intake, coding, 2-/3-way match, vendor management, Bill.com processing.Accounts Receivable (AR): Invoicing, payment applications, aging reports, collections follow-up.Expense & Card Reconciliation: Monthly statement review, receipt tracking, and digital filing.Reporting & Month-End: Spreadsheet tie-outs, accruals/prepaids, document reconciliation, and support for audits.SOP maintenance and documentation tracking.
Operational Support: Virtual mailroom intake, onboarding coordination, and internal reporting.
Tools & Systems
Office & Collaboration: Microsoft Office Suite, Google Workspace, Slack, Zoom, MS Teams.
Project Management: Notion, Trello, Monday.com, or MS Planner.
Financial Platforms: QuickBooks (Online or Desktop), Bill.com, and bank portals.
Data & Reporting: Excel/Google Sheets (advanced formulas, pivot tables, lookups).
Document Management: Google Drive, SharePoint, or Notion databases.
Key Skills & Competencies
Proven ability to manage competing priorities and deadlines with strong organizational discipline.Exceptional written and verbal communication skills.Understanding of basic accounting principles (US GAAP preferred).Analytical mindset with a commitment to accuracy and process improvement.High level of integrity, discretion, and accountability when handling sensitive information.Tech-savvy, adaptable, and comfortable working in a digital, fast-paced environment.
Qualifications
Bachelor’s degree in Business Administration, Accounting/Finance, Health Science, or a related field.Minimum 3 years of experience supporting senior executives and/or finance teams.Experience with multi-entity or intercompany bookkeeping a plus.Prior exposure to healthcare, medical services, or project-based industries preferred.Comfortable working independently in a remote or hybrid environment.
Nice-to-Haves
Advanced coursework or degree in Accounting/Finance.Experience preparing or comparing CapEx/bid spreadsheets.Familiarity with compliance standards and audit documentation.
Why Join Assist World?
100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM
