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Overview
We are looking for an Executive Assistant & Bookkeeper who can handle fast-paced tasks, work independently, and communicate clearly. This role requires strong organizational skills, adaptability, and attention to detail. The ideal candidate will be responsible for maintaining accurate financial records, managing accounts payable and receivable, and ensuring compliance with relevant regulations. This role requires strong organizational skills, attention to detail, and the ability to work independently in a fast-paced environment.
Key Responsibilities
Calendar management, scheduling, and appointment coordination.
Email management, customer service, and vendor communication.
Quickbooks data entry and reconciliation.
Creating and updating documents, spreadsheets, and reports.
Coordinating with contractors, clients, and vendors.
Tracking project timelines and status updates.
Occasional travel coordination and expense tracking.
Emergency support and text/call responsiveness between 7 a.m. - 10 p.m. PST, including weekends.
Maintain and update financial records, including ledgers and journals.
Process accounts payable and receivable transactions accurately and timely.
Prepare bank reconciliations and ensure all transactions are recorded correctly.
Assist in the preparation of financial reports, including profit and loss statements.
Perform data entry tasks with a high level of accuracy.
Transcribe financial documents as needed to ensure clarity and compliance.
Organize files and documentation for easy retrieval and reference.
Exhibit excellent phone etiquette when communicating with clients or vendors.
Experience & Requirements
Must be highly organized and tech-savvy.
Excellent written and verbal communication.
Must be comfortable being on-call and responsive after hours.
Comfortable using time-tracking tools and maintaining detailed task logs.
Proven experience in bookkeeping or a related field is preferred.
Strong organizational skills with the ability to manage multiple tasks effectively.
Proficiency in data entry, with a keen eye for detail to avoid errors.
Familiarity with office procedures and clerical tasks is essential.
Excellent proofreading skills to ensure accuracy in all financial documents.
Ability to work independently while collaborating effectively within a team environment.
Fluent or conversational Spanish is strongly preferred.
Real Estate or restaurant operations experience is a big plus.
Familiarity with Adobe Illustrator or graphic design is a plus.
Must pass background and reference checks.
Comfortable using Slack, Google, Asana, Zoom, Clickup and other collaborative tools.
Benefits
Direct collaboration with business owner.
Opportunity to learn and grow with a dynamic small business.
If you possess these skills and are looking for an opportunity to contribute to a dynamic team, we encourage you to apply for the position.
To apply please submit your resume along with a brief cover letter explaining:
1- Why you're a good fit for a fast-moving small business.
2- Your availability and time zone.
3- Any relevant experience in real estate, restaurants, Spanish, Quickbooks, and Adobe Illustrator.
