Executive Assistant / Accounts Payable Coordinator

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Oversee and coordinate executive schedules, appointments, and meetings.

• Manage and organize email inboxes, prioritize communications, and compose responses.

• Arrange calls, interviews, and client meetings.

• Develop reports, presentations, and business correspondence.

• Keep organized records, files, and documentation.

• Provide support for special projects and operational initiatives.

• Process vendor invoices and ensure timely payments.

• Review, reconcile, and maintain accounts payable records.

• Handle expense reports and receipts.

• Track invoices and follow up with vendors regarding payment queries.

• Utilize QuickBooks for invoice entry, accounting records, and reporting.

• Assist with monthly financial reporting and account reconciliations.

• Verify employee timesheets for accuracy and completeness.

• Process timesheet approvals and follow up on any missing submissions.

• Maintain payroll-related records and documentation.

• Collaborate with payroll and accounting teams as necessary.

• 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

• Minimum of 5 years of experience as an Executive Assistant, Administrative professional, or in Accounts Payable.

• In-depth knowledge of QuickBooks.

• Experience in managing invoices, accounts payable, and financial records.

• Proficient in Microsoft Office Suite (Excel, Outlook, Word).

• Exceptional written and verbal communication skills.

• Strong organizational skills and the ability to multitask effectively.

• Ability to maintain confidentiality and manage sensitive information.

• Detail-oriented with a strong commitment to follow-through.

• Experience in staffing, recruiting, or professional services environments is advantageous.

• Proficient in QuickBooks.

• Knowledge of accounts payable and invoicing processes.

• Experience in calendar and email management.

• Ability to process timesheet approvals efficiently.

• Strong customer service and communication skills.

• Capability to work independently and prioritize multiple tasks in a fast-paced setting.

• Over 5 years of substantial Executive Assistant experience and recruitment exposure.

• Familiarity with Bullhorn ATS is preferred.

🏝️ Benefits

• Permanent remote work arrangement.

• Competitive starting salary paid in USD.

• Internet allowance.

• HMO insurance (PH).

• Retirement fund.

• Paid US holidays.

• Paid vacation and sick leave.