We are seeking a highly organized and detail-oriented Executive Assistant with Accounts Payable experience to support daily business operations. This role will be responsible for executive administrative support, calendar and email management, accounts payable processing, timesheet administration, invoicing, and general office coordination. The ideal candidate is proactive, professional, tech-savvy, and experienced with QuickBooks.
Key Responsibilities:
Executive & Administrative Support
- Manage and coordinate executive calendars, appointments, and meetings.
- Monitor and organize email inboxes, prioritize communications, and draft responses.
- Schedule calls, interviews, and client meetings.
- Prepare reports, presentations, and business correspondence.
- Maintain organized records, files, and documentation.
- Assist with special projects and operational initiatives.
Accounts Payable & Financial Administration
- Process vendor invoices and ensure timely payments.
- Review, reconcile, and maintain accounts payable records.
- Manage expense reports and receipts.
- Track invoices and follow up with vendors regarding payment inquiries.
- Utilize QuickBooks for invoice entry, accounting records, and reporting.
- Assist with monthly financial reporting and account reconciliations.
Timesheet & Approval Management
- Review employee timesheets for accuracy and completeness.
- Process timesheet approvals and follow up on missing submissions.
- Maintain payroll-related records and documentation.
- Coordinate with payroll and accounting teams as needed.
Recruiting & Candidate Coordination
- Communicate with candidates via email and phone.
- Schedule interviews and manage candidate calendars.
- Assist with onboarding paperwork and documentation.
- Maintain candidate records and update databases.
Requirements
- 5+ years of Executive Assistant, Administrative, or Accounts Payable experience.
- Strong knowledge of QuickBooks.
- Experience managing invoices, accounts payable, and financial records.
- Proficiency in Microsoft Office Suite (Excel, Outlook, Word).
- Excellent written and verbal communication skills.
- Strong organizational and multitasking abilities.
- Ability to maintain confidentiality and handle sensitive information.
- Detail-oriented with excellent follow-through.
- Experience in staffing, recruiting, or professional services environments is a plus.
Preferred Skills
- QuickBooks proficiency.
- Accounts Payable and invoicing experience.
- Calendar and email management.
- Timesheet and approval processing.
- Strong customer service and communication skills.
- Ability to work independently and prioritize multiple tasks in a fast-paced environment.
System and Work Setup Requirements:
- More than 5 years of solid Executive Assistant experience recruitment experience -
- preferred Females - preferred (due to attention to detail)
- Staffing and recruitment industry experience — [PREFERRED]
- Experience with Bullhorn ATS — [PREFERRED]
* Ideal Candidate: Someone who can seamlessly support executive operations while managing accounts payable, invoices, timesheets, candidate communication, and day-to-day administrative functions with professionalism and accuracy.
Benefits
- Permanent remote work setup
- Competitive starting rate paid in USD
- Internet Allowance
- HMO insurance (PH)
- Retirement Fund
- Paid US holidays
- Paid Vacation and Sick Leaves