Job Description

About the Company

Our client is a privately held, 40-year-old commercial cleaning and facilities service company that is family – run and growing! As they continue to expand, they are looking for a dedicated and capable Executive Assistant / Bookkeeper to support both the financial operations and executive leadership team. This is an exciting opportunity for someone who thrives in a fast-paced, hands-on environment and wants to play a key role in the next phase of growth.

Position Overview

This role combines executive-level administrative support with hands-on bookkeeping responsibilities. You will handle a variety of financial and administrative duties ensuring the accuracy of bookkeeping and supporting the company’s leadership with day-to-day operational and executive-level tasks. You’ll be responsible for maintaining the integrity of financial data, organizing records, managing payroll support, and serving as a reliable right hand to leadership. The ideal candidate is a proactive, detail-oriented professional who thrives in a fast-paced environment, enjoys wearing multiple hats, and is committed to supporting the success of a values-driven team.

Key Responsibilities:

Bookkeeping & Financial Operations

• Record and categorize financial transactions in QuickBooks Desktop.
• Complete monthly bank and credit card reconciliations and resolve discrepancies.
• Process and code accounts payable and receivable with precision.
• Assist with payroll processing for 250+ internal employees and subcontractors.
• Support invoicing, expense tracking, bank reconciliations, and financial reporting.
• Prepare journal entries and assist with month-end, quarterly, and year-end financial closings.
• Organize and maintain digital and physical financial records according to company standards.
• Collaborate with leadership on financial reporting and strategic planning.

Administrative & Executive Support

• Provide high-level administrative support to executive leadership.
• Draft emails, memos, reports, and other professional correspondence.
• Maintain accurate files and executive records.
• Manage calendars, schedule appointments, and organize internal meetings.
• Greet visitors, answer phone calls professionally, and handle sensitive matters with discretion.
• Coordinate logistics for meetings and company functions, including catering and communication.
• Anticipate executive needs and support daily office operations as needed.

Qualifications & Skills

• 2+ years of experience in bookkeeping or accounting roles.
• Proficiency in QuickBooks Desktop and general accounting software.
• Strong understanding of payroll processes, reconciliations, and financial reporting.
• Familiar with GAAP and financial audit preparation.
• Excellent organizational and multitasking skills.
• Tech-savvy, with strong knowledge of Microsoft Excel , Word, and digital filing systems.
• Detail-oriented with a high degree of accuracy in data entry and document management.
• Strong written and verbal communication skills.
• Able to work independently and manage multiple priorities with minimal supervision.
• A collaborative, can-do attitude with a willingness to support wherever needed.

Bonus Qualifications

• Bilingual in English and Spanish (preferred, not required).
• Experience in a service-based or family-run business environment.

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