Business Executive Assistant

Business Executive Assistant

We are looking for a sharp, detail-oriented Business Executive Assistant to act as a central hub for our operations. Unlike a traditional EA role, this position is deeply integrated into our revenue cycle and business logistics. You will be responsible for managing the billing process for new sales, ensuring clients pay on time, and orchestrating our presence at national conferences. The ideal candidate is someone who is as comfortable in a spreadsheet as they are booking a complex multi-city travel itinerary.

Key Responsibilities

• Generate and send invoices for new sales and recurring renewals.
• Proactively follow up with clients on outstanding payments to ensure healthy cash flow.
• Maintain organized records of all billing communications, vendor registration, and payment statuses.
• Research, book, and manage end-to-end travel (flights, hotels, ground transport) for the business dev team.
• Handle registration, booth logistics, and materials shipping for industry trade shows and conferences.
• Reconcile travel expenses and ensure they align with company budgets.
• Act as a professional point of contact for clients regarding administrative and billing inquiries.
• Suggest and implement ways to streamline office operations.
• Assist with research and administrative tasks related to business growth and operations.

Qualifications & Skills

• Previous experience with billing, invoicing, or basic accounting is highly preferred.
• A highly organized, systems-oriented professional who excels at managing concurrent workstreams within a fast-paced startup environment.
• Ability to maintain a "firm but polite" approach, navigating past-due accounts with high emotional intelligence to secure payment while strengthening the client relationship.
• Proficiency in QuickBooks/FreshBooks, Salesforce, and Microsoft Excel.
• High level of integrity when handling sensitive financial and company data.

Benefits

• Competitive Salary
• Stock Option
• Medical, Dental, and Vision Insurance
• 401K
• Paid Vacation
• Ten paid holidays per year
• Friendly and Learning environment

Pay Range: $60,000 - $75,000

About CaseGuard

CaseGuard is a software company that helps law enforcement agencies, federal agencies, hospitals, schools, airports, and others manage all their media redaction needs in one easy-to-use redaction software. CaseGuard Studio is one of a kind. Our team is driven by a passion for great software design, creating great products, and creative processes; CaseGuard implements innovative ideas across multiple services and agencies. We invest in people. We nurture skills consistent with our values and our future strategy. Our passionate pursuit of excellence, the application of our creativity to solve our clients' challenges, our technical expertise, and our collaborative spirit are measures of our success.