Executive Administrative Assistant with Accounting Duties

Executive Administrative Assistant with Accounting Duties

Location: Remote and St Petersburg - Tampa Bay Area - Florida

About the Role:

We are seeking a detail-oriented and organized individual to join our team as an Executive Administrative Assistant with a strong focus on accounting support. This role is ideal for someone who thrives in a remote work environment and is comfortable managing both administrative and financial responsibilities for a fast-paced, technology-driven professional services firm.

Key Responsibilities:

·        Provide administrative support to ensure efficient operation of the remote office.

·        Update the QuickBooks financial system daily, following generally accepted accounting principles (GAAP).

·        Create and manage purchase orders and ensure employee time is accurately entered in QuickBooks.

·        Run bi-weekly payroll using Insperity, and serve as the primary liaison for any payroll-related issues.

·        Prepare and submit local and state sales and withholding tax reports.

·        Collaborate with the Accounting team to ensure timely and accurate invoicing.

·        Follow up with clients regarding invoicing discrepancies and late payments.

·        Answer and direct phone calls, take messages, and manage professional correspondence.

·        Schedule and coordinate meetings, manage calendars, and assist with logistics as needed.

·        Perform data entry, transcribe documents, and maintain organized electronic and hard copy filing systems.

·        Prepare and edit documents, including memos, reports, and emails.

·        Maintain and update employee records and assist in compiling internal reports.

·        Keep internal policies and procedures documentation current and accessible.

Qualifications & Experience:

·        Bachelor’s degree in Accounting or a related field is highly preferred.

·        Proven experience in an administrative support role with financial responsibilities.

·        Hands-on experience with QuickBooks and Insperity payroll processing is required.

·        Strong proficiency in Microsoft Office (Word, Outlook, and especially Excel).

·        Excellent organizational skills with strong attention to detail and accuracy.

·        Professional communication skills—both written and verbal.

·        Ability to work independently, prioritize tasks, and meet deadlines in a remote environment.

·        Experience handling sensitive financial and HR information with discretion.

·        Experience working for a professional services consultancy—especially in the technology or software sector—is a strong plus.

Why Join Us?

This is an excellent opportunity to apply your accounting education and administrative skills in a growing technology consulting company. We offer competitive pay, a flexible remote work environment, and a collaborative, mission-driven team culture.

To Apply:

• Please submit your resume and a brief cover letter highlighting your relevant experience—especially with QuickBooks, Insperity, and any work in the technology or professional services space. We look forward to hearing from you!