Accounting Manager & Executive Assistant

Job Description

Job Description

Overview
Accounting Manager & Executive Assistant (QuickBooks Online / E-Commerce)

Company Overview

Rule Supplements and Rule Sheep are fast-growing, founder-led companies operating in e-commerce, wholesale, agriculture, advanced reproductive technologies, and livestock sectors scaling toward $10M+ revenue. Our brands are built on performance, presentation, discipline, and long-term thinking — chess, not checkers.

We’re looking for a highly organized, trustworthy, detail-driven professional to take full ownership of our QuickBooks Online accounting systems while also serving as an Executive Assistant to the owner for full office management.

Position Summary

This role combines hands-on accounting leadership with executive support. You will manage daily accounting operations across multiple entities and platforms, ensure clean books, accurate reporting, and smooth integrations — while also supporting the owner with scheduling, coordination, and administrative tasks, vendor supply ordering, purchase orders and tracking logistics.

Core Accounting Responsibilities

QuickBooks Online Ownership

• Own and maintain QuickBooks Online for:
• Rule Supplements
• Rule Sheep
• Chart of accounts setup and maintenance
• Monthly close, reconciliations, and financial accuracy

Integrations & Platforms

Manage and reconcile integrations from:

• Shopify
• Stripe
• MyWorks
• Credit cards & bank feeds
• Troubleshoot sync issues and ensure accurate data flow

Financial Operations

• Accounts payable & receivable
• Ordering and management of Inventory
• Invoicing (wholesale & intercompany)
• Expense categorization and cost tracking
• Payroll coordination thru Quickbooks Online (with CPA/payroll provider)
• Sales tax tracking and support
• Prepare clean monthly financials for CPA:
• P&L
• Balance Sheet
• Cash Flow

Reporting & Insights

• Weekly cash-flow awareness
• Gross margin tracking (products, channels, reps if applicable)
• Support budgeting and forecasting as we scale

Executive Assistant Responsibilities

• Manage owner’s calendar, meetings, and priorities
• Coordinate calls, vendor orders, contractors, and advisors
• Organize documents, contracts, and digital files
• Handle follow-ups and task execution
• Act as a gatekeeper and force multiplier for the owner’s time

Ideal Candidate Profile

You’re likely a great fit if you:

• Have 3+ years of QuickBooks Online experience
• Have worked with e-commerce or multi-entity businesses
• Understand Shopify + Stripe accounting flows
• Are proactive, not reactive
• Can be trusted with sensitive financial and personal information
• Love clean systems, checklists, and accuracy
• Communicate clearly and professionally
• Enjoy working directly with a founder

Required Skills

• Quickbooks Online (advanced)
• E-commerce accounting experience
• Reconciliations & monthly close
• Strong Excel/Microsoft Package/Hubspot Skill
• Excellent organization and time management
• Confidentiality and discretion

Preferred (Nice to Have)

• MyWorks integration experience
• Inventory accounting familiarity
• Agriculture or manufacturing accounting exposure
• Experience supporting an executive/founder
• CPA firm or controller background

Position Details

• Type: Full-time (open to part-time transitioning to full-time)
• Location: Remote or hybrid (flexible for the right person)
• Compensation: Competitive, based on experience
• Growth Opportunity: This role can grow into an Executive Position with Bonus Pay based on performance.