Executive Assistant

About Bookkeeper360:

Bookkeeper360 is a financial technology solution that helps businesses manage their finances. Our accounting team delivers a comprehensive suite of services, including full-service accounting, payroll, tax, and advisory, along with AI-driven software that provides real-time dashboards and insights. Since 2012, Bookkeeper360 has been the trusted choice for thousands of small business owners. Our commitment to excellence and client success has earned us independent recognition as one of the top online bookkeeping solutions by publications such as NerdWallet, Forbes, and Entrepreneur Magazine.

If that is not awesome enough, here are some other reasons why you should work with us:

We have been recognized by Inc. 5000 Fastest Growing Companies and an Inc. 5000 Best Places to Work. Most recently, we have been named in Accounting Today’s 2024 Best Firms to Work For. 🙌

We have earned a 4.8 Google ranking from 1,000+ customers due to our hardworking and dedicated team. 🤗

We were voted best overall Bookkeeping Solution for Small Businesses by NerdWallet for the past three years, Entrepreneur for 2023, and TechRepublic for 2024. 💪

Our firm is in a hyper-growth stage, and we are expanding our team to service our fast-growing client base. 🚀

About the role:

As an Executive Assistant, you will directly support our Founder & CEO with a wide range of high-level administrative tasks. This position requires EST working hours of 8:00am-5:00pm. You will carry out the following day-to-day responsibilities:

Calendar & Scheduling Management:

• Schedule, reschedule, and cancel meetings as needed

• Prioritize and adjust calendar based on changing business needs

• Regularly review 1-3 weeks ahead for conflicts and proactively resolve them

• Coordinate across multiple time zones

• Set up reminders and follow-ups for important meetings and deadlines

• Ensure CEO is prepared for meetings (research, send pre-reads, agenda, etc.)

Inbox & Communication Management:

• Monitor, filter, and respond to emails on CEO’s behalf when appropriate

• Draft professional emails and messages as needed

• Flag urgent emails and ensure timely responses

• Proactively reach out to top-tier clients

• Manage LinkedIn messages, prioritize important connections, and draft responses

• Assist in managing personal and professional correspondence

Task & Project Management:

• Track and follow up on action items from meetings

• Maintain and update task lists in ClickUp

• Coordinate projects with other internal team members and/or external vendors

Administrative & Financial Support:

• Process expense reports and reimbursements

• Pay bills and track payment deadlines

• Reconcile credit card statements and categorize expenses

• Confirm returns and refunds get processed on credit cards

Research & Planning Support:

• Research accommodations and book travel (flights, hotels, transportation)

• Confirm hotel check-ins and ensure smooth travel arrangements

• Make restaurant reservations and research venues for meetings/events

• Research existing and potential clients (background, industry, business updates)

• Research new tools, vendors, or services that could optimize operations

How to be successful in this role:

• You are Driven, Accountable, Humble, and Team-Oriented

• You are highly proactive, anticipating needs and taking initiative

• Consistently detail-oriented– you catch small details that others may miss

• Resourceful— you’re able to find solutions independently

• Trustworthy & discreet—you handle confidential information with integrity

• You apply excellent written and verbal communication skills without fail

• You’re a natural problem solver— you think critically to find creative solutions

• Strong prioritization skills—you’re able to manage competing priorities seamlessly and efficiently

• A drive to do better and be better: You’re not satisfied with “good enough,” and something that needs fixing isn’t just someone else’s job. You love to be innovative, bring new ideas to the table, and drive improvement.

• A people-oriented mindset: You understand that people are everything. You’re collaborative, optimistic and you listen to understand, remaining kind, humble, and empathetic in all interactions.

• 🎶Everyday we’re hustling🎶: You are highly motivated, determined to succeed, and comfortable with change and ambiguity. You have a humble, team-player attitude and are ready and willing to help out wherever you are needed most.

Experience required:

• 3+ years experience as an administrative or executive assistant in a professional services environment

• Highly proficient with Google Suite (Gmail, Calendar, Drive, Docs, Sheets) and macOS / iOS

• Well-versed in project management software, ClickUp preferably

• Previous experience working in a fully-remote or hybrid environment

• 4 year / Bachelors degree preferred

Gets you to the top of the list:

• Established experience supporting a CEO, C-Suite executive, or entrepreneur

• Understanding of accounting/bookkeeping concepts

• Basic social media management (LinkedIn posts, engagement, etc.)

• Event planning or coordination experience

• Thorough understanding and use of tools such as ChatGPT, Google Translation, and other AI software

• East coast based

What you can expect as a Team Member:

• Salary range from $65,000-$75,000/year

• Comprehensive benefits package including medical, dental, vision, and 401K with employer match

• Paid parental leave and job security for all new parents (Moms, Dads, Adoptive, Foster)

• Fully remote workplace

• Unlimited PTO after the first year

• Company-paid holidays & winter recess

• Virtual team-building activities and other company-wide events

• Collaborative team-based work environment

• Career path and advancement opportunities - company policy of promoting from within

At Bookkeeper360, we are committed to hiring diverse talent of different backgrounds, and as such, it is important to us to provide an inclusive work environment for all. We do not discriminate on the basis of race, gender identity, age, religion, sexual orientation, veteran or disability status, or any other protected class. As an equal opportunity employer, we encourage and welcome people of all backgrounds to apply.