Executive Assistant

Job Description

Job Description

We are looking for an organized and detail-oriented Executive Assistant to support daily office operations in California. This position combines front desk coordination with administrative and accounting support, making it ideal for someone who enjoys balancing customer interaction with detail-oriented office work. The person in this role will help keep communication, documentation, and financial support tasks running smoothly while working closely with internal teams.

Responsibilities:

• Welcome visitors, answer incoming calls, and manage day-to-day front desk communication with courtesy and efficiency.

• Provide administrative support to accounting staff by assisting with clerical activities related to accounts payable, accounts receivable, and finance operations.

• Review and reconcile contract employee timecards on a routine basis to help maintain accurate records and timely processing.

• Prepare, scan, organize, save, and file business documents such as invoices, receipts, training materials, and other office records as needed.

• Draft and respond to emails, coordinate correspondence, and support scheduling or appointment-related activities for the office.

• Use Microsoft Office applications and Adobe tools to create, update, and maintain reports, documents, and other business materials.

• Assist the Finance Controller and other team members with special projects and general office support tasks as business needs arise.

• Maintain assigned tracking tools, logs, or internal documentation required to support daily responsibilities and operational accuracy.

• At least 3 years of office or administrative experience, preferably in a role that included reception and accounting support duties.
• Strong written and verbal communication skills with the ability to interact effectively with customers, visitors, and internal staff.
• Working knowledge of Microsoft Word, Excel, Outlook, and PowerPoint, along with experience using Adobe applications.
• Experience handling data entry, inbound and outbound communication, and routine administrative documentation with a high level of accuracy.
• Familiarity with accounts payable, accounts receivable, and related financial support processes in an office environment.
• Ability to manage multiple priorities independently while also collaborating effectively with a team.
• Strong organizational skills and sound problem-solving ability in a fast-paced business setting.