Executive Administrative Bookkeeper

This is a remote position.

• High level of accuracy and attention to detail.
  
• Strong Microsoft Excel or Google Sheets skills.
  
• Comfortable working with financial and expense-management systems; ProSpend experience is highly regarded but not essential but must have experience in alternative platforms (e.g. SAP Concur) if not.
  
• Strong organisational and time-management skills.
  
• Ability to manage recurring tasks and increasing transaction volumes.
  
• Confident following up with internal teams and suppliers.
  
• Strong written and verbal communication skills.
  
• Ability to work independently and take ownership of assigned responsibilities.
  
• Demonstrated high proficiency and recent active usage of HubSpot CRM (core requirement); proficient with Claude, Slack, Canva, and Google Suite (Docs, Sheets, Drive) with demonstrated recent usage.
  
• Basic Canva capability is advantageous; advanced design skills are not required.
  

• Complete and maintain marketing expense reconciliations using ProSpend.
  
• Manage approximately 30+ invoices monthly, with volumes expected to increase.
  
• Process and reconcile expenses relating to events, conferences, advertising and other marketing activities.
  
• Manage recurring expense documentation, including high-volume digital advertising receipts such as LinkedIn.
  
• Identify missing information, receipts or discrepancies and proactively follow up with relevant stakeholders.
  
• Maintain accurate and organised financial records.
  
• Update and maintain the Marketing Budget Tracker.
  
• Monitor marketing expenditure against allocated budgets.
  
• Liaise with Accounts Payable to ensure invoices and supplier payments are processed on time.
  
• Proactively follow up on outstanding payments, particularly for smaller suppliers and service providers.
  
• Maintain accurate records of invoices, expenses and payment status.
  
• Coordinate couriers and merchandise deliveries for approximately 2–4 events per week.
  
• Track deliveries and ensure event materials arrive at the correct location within required timeframes.
  
• Provide general administrative support to the marketing team.
  
• Assist with document management, data entry and other ad hoc administrative requirements.
  
• Acting as marketing's HubSpot CRM administrator: maintaining data integrity, user permissions, field configurations, and workflows; managing event-related leads in HubSpot and coordinating handoff to sales, with marketing owning all leads until conversion to opportunity status, at which point RevOps and sales assume ownership; preparing and maintaining HubSpot reports, including lead generation and marketing performance reporting.
  
• Supporting campaign planning and execution across marketing initiatives: tracking dependencies, managing brief handoffs, coordinating with cross-functional stakeholders, and flagging project risks to keep workstreams on track; delivering weekly ELT marketing progress status updates and monthly ELT OKR-aligned summaries; compiling quarterly board deck data including Share of Voice, agency results, and key marketing performance metrics.
  
• Diary and calendar management.
  
• Supporting meeting coordination and scheduling.
  
• Managing brand and marketing asset libraries: maintaining central brand folder structure, organising and tagging graphic design and photography assets for team access, supporting bulk content scheduling and asset uploads (day-one responsibility); providing broader executive and marketing administration support.
  
• Providing broader executive and marketing administration support.
  
• Supporting process improvements across finance and marketing administration.