Executive Personal Assistant

Personal Executive Assistant & Financial Manager

Position Overview

We are seeking an experienced, highly organized, and trustworthy Personal Executive Assistant & Financial Manager to provide comprehensive support in both personal and business matters. This role requires a professional who can manage sensitive financial information, oversee personal and business administrative functions, maintain accurate financial records, and serve as a trusted representative on behalf of the principal.

The ideal candidate will possess strong accounting and financial management experience, exceptional organizational skills, advanced Excel proficiency, and the ability to handle confidential matters with discretion and professionalism.

Key ResponsibilitiesFinancial Management & Accounting

• Manage personal and business financial accounts with accuracy and confidentiality.
• Maintain detailed financial records, reconciliations, and reporting.
• Create and manage complex Excel spreadsheets for budgeting, cash flow tracking, expense analysis, and financial planning.
• Assist with tax preparation by organizing records, coordinating with accountants, and maintaining documentation.
• Monitor account balances, payment schedules, due dates, and financial obligations.
• Process payments, manage invoices, coordinate check deposits, and track outstanding balances.
• Ensure bills, taxes, and other obligations are paid on time to avoid penalties or late fees.
• Maintain organized financial documentation and records for audit and compliance purposes.
• Utilize accounting software such as QuickBooks or similar platforms.

Executive & Personal Assistance

• Manage complex calendars using Microsoft Outlook and Google Workspace.
• Schedule appointments, meetings, and events while coordinating conflicting priorities.
• Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.
• Draft, proofread, and manage correspondence on behalf of the principal.
• Serve as a liaison with vendors, financial institutions, service providers, attorneys, accountants, and other professional contacts.
• Handle confidential information with the highest level of discretion.
• Maintain task lists, deadlines, reminders, and follow-up systems to ensure nothing falls through the cracks.
• Run personal and business errands as needed.
• Coordinate projects and ensure timely completion of assignments.

Administrative & Office Management

• Manage filing systems, records, and document organization.
• Perform data entry and maintain accurate databases.
• Handle phone calls, screen inquiries, and manage communications professionally.
• Coordinate meetings, events, and special projects.
• Assist with document preparation, electronic signatures, and contract management using tools such as DocuSign.

Qualifications

• Minimum 3-5 years of experience as a Personal Assistant, Executive Assistant, Financial Administrator, Bookkeeper, or similar role.
• Strong background in accounting, bookkeeping, financial management, or related fields.
• Advanced proficiency in Microsoft Excel, including formulas, financial tracking, reporting, and spreadsheet development.
• Proficiency in Microsoft Office Suite and Google Workspace.
• Experience with QuickBooks or similar accounting software.
• Excellent organizational and time-management skills.
• Exceptional attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to maintain strict confidentiality and exercise sound judgment.
• Self-motivated, proactive, and capable of working independently.
• Reliable transportation and willingness to assist with personal errands when required.

Preferred Qualifications

• Accounting, Finance, Business Administration, or related educational background.
• Experience managing personal finances, tax documentation, and financial reporting.
• Familiarity with banking procedures, payment processing, and account management.
• Experience supporting high-net-worth individuals, business owners, executives, or entrepreneurs.

What We're Looking For

This role is ideal for someone who enjoys taking ownership, solving problems, staying organized, and helping a busy executive stay focused on high-priority objectives. The successful candidate will be a trusted partner who can seamlessly manage both financial and administrative responsibilities with professionalism, accuracy, and discretion.

Pay: From $21.00 per hour

Work Location: Hybrid remote in Mars, PA 16046