Executive Assistant

Job Description

JOB DESCRIPTION:

Insight Global's manufacturing client is looking for an Executive Assistant/Bookkeeper to join their staff, filling in for someone on a leave of absence. This role does have the potential to become long term, or even convert permanently.

The Executive Assistant will wear multiple hats, handling financial recordkeeping, payroll, office operations, vendor relations, inventory control, and ad hoc administrative tasks. You’ll be our in‑house accounting and administrative backbone — a trusted resource for both internal teams and external partners. The ideal candidate is proactive, numerate, highly organized, independent, and eager to grow professionally.

Responsibilities:

• Payroll & Compensation

– Process payroll accurately and on time (weekly/biweekly/monthly)

– Maintain payroll records, tax withholdings, benefits, and reporting

– Reconcile payroll accounts

• Bookkeeping & Financial Recordkeeping

– Record daily financial transactions (accounts payable, receivable, journal entries)

– Maintain general ledger, reconciliations (bank, credit card, etc.)

– Produce periodic financial reports, P&L, balance sheet, and cash flow summaries

– Work closely with external accountants, auditors as needed

• Office Administration

– Manage correspondence, filing systems, and record retention

– Oversee day‑to‑day office operations (office supplies, equipment, facility maintenance)

– Coordinate ad hoc office functions (e.g. meetings, events, travel, mail)

• Inventory & Purchasing

– Monitor inventory of parts, supplies, materials

– Prepare, submit, and track purchase orders

– Process vendor invoices, confirm deliveries, and resolve discrepancies

– Collaborate with production or warehouse teams to forecast and maintain optimal stock levels

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to View email address on click.appcast.io learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy:

Skills and Requirements

MUST HAVES:

• 2-3+ years of experience as an Executive Assistant/Office Manager

• Expert-level knowledge with QuickBooks

• Understanding of simple multiplication/division for inventory management

• Experience with freight coordination/record keeping

• Moderate accounting experience PLUSSES:

• Inventory experience highly preferred, as candidates will be involved in materials purchasing (Zoho, SOS)

○ Projections, ordering

• Bachelor's degree in a related field

• Financial reporting experience

This is outsourced right now