Executive Assistant with QuickBooks & Receptionist Responsibilities

$45,760 - $52,000/Yr

Unclassified - Los Angeles, CA

Full-time - Mid Level

Los Angeles, CA

About the position

We are seeking a highly organized and reliable Executive Assistant to provide dedicated support to two key executives while also managing bookkeeping tasks using QuickBooks and handling receptionist duties. The ideal candidate is someone who can effectively juggle multiple responsibilities, ensuring that both executive support and office operations run smoothly. This role requires a proactive individual with excellent organizational skills and the ability to handle a wide range of tasks with precision and care. In this position, you will be responsible for providing dedicated support to two executives, which includes managing their calendars, scheduling meetings, and coordinating travel arrangements. You will also prepare and manage correspondence, reports, and documents for the executives, assist in planning and coordinating meetings and events, and handle any personal or professional tasks as requested by the executives. Additionally, you will perform essential bookkeeping tasks using QuickBooks, including creating invoices, handling accounts payable/receivable, and conducting bank reconciliation. Maintaining accurate financial records and ensuring timely processing of all transactions will be crucial. You will also assist with basic financial reporting and budget tracking as needed. As part of your receptionist duties, you will greet visitors and manage the front desk with a professional and welcoming demeanor. Answering and directing phone calls, taking detailed messages when necessary, managing incoming and outgoing mail and packages, and maintaining a clean and organized reception area will also be part of your responsibilities.

Responsibilities

• Provide dedicated support to two executives, including managing their calendars, scheduling meetings, and coordinating travel arrangements.
• Prepare and manage correspondence, reports, and documents for the executives.
• Assist in planning and coordinating meetings and events.
• Handle any personal or professional tasks as requested by the executives.
• Perform essential bookkeeping tasks using QuickBooks, including creating invoices, handling accounts payable/receivable, and conducting bank reconciliation.
• Maintain accurate financial records and ensure timely processing of all transactions.
• Assist with basic financial reporting and budget tracking as needed.
• Greet visitors and manage the front desk with a professional and welcoming demeanor.
• Answer and direct phone calls, taking detailed messages when necessary.
• Manage incoming and outgoing mail and packages.
• Maintain a clean and organized reception area.

Requirements

• Proven experience as an Executive Assistant, with a strong track record of reliability and punctuality.
• QuickBooks Proficiency: Must have experience with creating invoices, managing accounts payable/receivable, and performing bank reconciliations.
• Exceptional organizational skills with the ability to prioritize tasks and manage time effectively.
• Excellent communication skills, both written and verbal, with a high level of professionalism.
• Discretion in handling confidential information and sensitive matters.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and other office management software.
• Spanish-speaking is a plus but not required.
• A proactive, can-do attitude with the ability to handle multiple tasks efficiently.
• Strong attention to detail and commitment to completing tasks accurately and on time.

Nice-to-haves

• Spanish-speaking is a plus but not required.