Job Description
Job Title: Executive Assistant & Bookkeeper
Location: 140 Newport Center Drive, Newport Beach, CA 92651
Position Type: Full-Time
Reports To: CEO / CPO
Position Overview
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant & Bookkeeper to support our executive team and manage the day-to-day financial operations of the business. This dual-role position requires a professional who is comfortable wearing multiple hats, thrives in a dynamic environment, and can maintain confidentiality, accuracy, and efficiency across both administrative and bookkeeping tasks.
This is a full-time role based on a standard Monday through Friday, 9:00 AM to 5:00 PM schedule, with the expectation of evening and weekend availability as needed to support executive and business demands.Key Responsibilities
Executive Assistant Duties (approx. 50%)
· Provide high-level administrative support to the CEO and CPO, including managing calendars, scheduling meetings, and coordinating travel arrangements.
· Prepare and edit documents, reports, presentations, and internal communications.
· Act as a gatekeeper and liaison between executives and internal/external stakeholders.
· Assist with project management, tracking action items, and following up on deadlines.
· Organize and maintain electronic filing systems and manage sensitive information with discretion.
· Support event planning, meeting logistics, and special projects as needed.
· Be responsive and available for urgent executive needs during evenings or weekends, as necessary.
Bookkeeping Duties (approx. 50%)
· Perform daily financial transactions including posting and verifying receipts, invoices, and payments.
· Manage accounts payable and receivable, ensuring accurate and timely processing.
· Reconcile bank statements, credit cards, and other financial accounts.
· Prepare monthly, quarterly, and annual financial reports.
· Maintain the general ledger and ensure compliance with relevant laws and internal controls.
· Assist with budget tracking, cash flow management, and year-end audit preparation.
· Use accounting software such as QuickBooks, Xero, or similar platforms.
Qualifications
Required
· Proven experience as an Executive Assistant and/or Bookkeeper (3+ years preferred).
· Proficiency in Microsoft Office Suite and Google Workspace.
· Proficiency in accounting software (e.g., QuickBooks, Xero, FreshBooks).
· Strong understanding of basic accounting principles and practices.
· Excellent written and verbal communication skills.
· Ability to multitask, prioritize, and work independently in a fast-paced environment.
· High level of integrity and discretion in handling confidential information.
· Willingness to work evenings and weekends as needed.
Preferred
· Associate’s or Bachelor’s degree in Business Administration, Accounting, Finance, or related field.
· Experience working in a small business or startup environment.
· Familiarity with CRM, project management tools, and online scheduling systems.
Compensation
Starting salary: $48,000 annually
Flexible work schedule when possible, balanced with availability expectations.
Professional development opportunities.
To Apply
Please submit your resume and a cover letter highlighting your relevant experience and why you're a great fit for this hybrid role.
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