Administrative & Accounting Assistant

Executive & Administrative Support

• Manage and maintain the CEO's complex calendar, including appointments, meetings, travel arrangements, and professional and personal commitments.

• Coordinate meetings, prepare agendas, organize materials, and manage follow-up activities.

• Serve as a primary point of contact for the CEO, professionally managing communications with employees, leadership, board members, vendors, and external business partners.

• Handle incoming calls, emails, correspondence, and inquiries, prioritizing matters requiring executive attention.

• Prepare, edit, and organize correspondence, reports, presentations, contracts, and confidential documents.

• Anticipate the CEO's needs, proactively address scheduling conflicts, and ensure efficient use of executive time.

• Maintain accurate records, organize files, and support administrative projects and company initiatives.

• Coordinate activities across departments to ensure timely communication and completion of assignments.

• Manage sensitive and confidential company and personal information with the highest level of discretion.

• Adapt quickly to changing priorities, urgent requests, and frequent interruptions.

Accounting & Financial Support

• Assist with bank reconciliations, financial reporting, and general accounting administration.

• Support the preparation and maintenance of balance sheets, cash flow reports, and rent reports.

• Review third-party accounting entries and assist with identifying discrepancies.

• Monitor and organize accounting department emails, documentation, and reporting requests.

• Track DSS reporting and communicate with locations regarding missing or overdue submissions.

• Assist with workers' compensation invoices and related documentation.

• Prepare and maintain PayActiv reports and other payroll-related financial reporting.

• Support sales calculations, including 7901 sales reporting.

• Assist with mapping incoming sales and payments to the appropriate sales accounts.

• Coordinate weekly communications and reporting across multiple locations.

• Order and track banking supplies, including deposit slips and deposit bags.

• Maintain accurate location listings and update company directories.

• Assist with additional accounting projects, reporting requirements, and administrative tasks as assigned.

Qualifications & Experience

Required Qualifications

• Previous experience as an Executive Assistant, Senior Administrative Assistant, or similar executive support professional.

• Experience providing administrative support to senior executives or business owners.

• Strong organizational skills with the ability to manage complex calendars and multiple competing priorities.

• Working knowledge of basic accounting principles, financial reporting, and reconciliation processes.

• Proficiency in Microsoft Office, particularly Excel, Outlook, and Word.

• Exceptional written and verbal communication skills.

• Strong attention to detail, accuracy, and follow-through.

• Ability to exercise independent judgment, solve problems, and anticipate executive needs.

• Demonstrated ability to maintain strict confidentiality and handle sensitive information.

• Professional demeanor and ability to interact effectively with employees, vendors, and senior leadership.

• Ability to work independently in a fast-paced environment with minimal supervision.

Preferred Qualifications

• Experience supporting a CEO, President, or other C-suite executive.

• Previous experience combining executive administrative duties with accounting or finance support.

• Experience with bank reconciliations, financial reporting, cash flow tracking, and accounting systems.

• Experience supporting a multi-location organization, preferably within the restaurant, hospitality, retail, or service industries.

• Advanced Excel skills, including spreadsheets, formulas, and financial data organization.

• Familiarity with payroll reporting, sales reconciliation, and general ledger processes.

What We're Looking For

We are looking for someone who is more than an administrative assistant. The successful candidate will be a trusted partner to the CEO who can:

• Stay one step ahead: Anticipate needs, identify potential issues, and take initiative.

• Manage complexity: Balance executive scheduling, administrative projects, and accounting responsibilities.

• Maintain confidentiality: Handle sensitive business and personal information with professionalism and discretion.

• Deliver accuracy: Produce reliable reports, documentation, and financial information.

• Communicate effectively: Build strong relationships across all levels of the organization.

• Adapt quickly: Remain organized, flexible, and solution-oriented when priorities change.

Why Join Our Team?

This position offers the opportunity to work directly with executive leadership and make a meaningful impact on the organization's daily operations. You will play an essential role in supporting executive decision-making, coordinating critical business activities, and maintaining efficient administrative and financial processes.