Executive Assistant / Bookkeeper -- Family-Owned Business Group

Job Description

Job Description

About Us

We are a family-owned business group with six companies, each led by its own CEO. Our businesses range from startups to established operations. We’re looking for an organized, dependable Executive Assistant / Bookkeeper to support our leadership team and keep financial operations accurate, timely, and well coordinated.

This role is ideal for someone who enjoys variety, takes ownership, and can balance the needs of multiple businesses and leaders.

What You’ll Do

Bookkeeping and financial operations

• Maintain accurate, separate financial records for six companies using QuickBooks Online.
• Manage accounts receivable, including invoicing, tracking payments, and following up on outstanding balances.
• Manage accounts payable, including reviewing bills, coordinating approvals, and scheduling payments.
• Reconcile bank and credit card accounts and resolve discrepancies.
• Prepare and update cash flow forecasts, highlighting upcoming obligations and funding needs.
• Calculate commissions and prepare supporting schedules for review and approval.
• Calculate and track owner distributions based on approved instructions and coordinate with leadership and outside accountants.
• Prepare monthly profit and loss statements and other financial reports, explaining significant changes or discrepancies.
• Process and coordinate payroll through ADP, including reviewing payroll inputs and maintaining accurate records.
• Support month-end and year-end close and work with outside accountants on reporting and tax preparation.
• Track intercompany transactions and maintain clear supporting documentation.

Executive and administrative support

• Track deadlines and action items across companies and communicate priorities clearly.
• Organize financial documents, contracts, and confidential business records.
• Improve administrative and bookkeeping processes as the businesses grow.

What We’re Looking For

• Demonstrated bookkeeping experience, preferably supporting multiple companies or entities.
• Strong working knowledge of  QuickBooks Online, Microsoft Excel, and ADP Payroll .
• Excel skills that include formulas, lookups, pivot tables, and financial reporting.
• Experience with accounts receivable, accounts payable, bank reconciliations, payroll, and monthly financial reporting.
• Ability to build and maintain practical cash flow forecasts.
• Strong attention to detail, sound judgment, and consistent follow-through.
• Ability to manage competing requests from multiple executives and communicate realistic timelines.
• Professionalism and discretion when handling payroll, ownership, and confidential financial information.
• Comfort working in both startup environments and established businesses.