Job Description

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!

Job Tags

Work at office, Local area, Remote work, Flexible hours,

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