Executive Assistant

4 hours ago

Mandaluyong City, National Capital Region, Philippines beBeeAdministrative Full time ₱12,000 - ₱18,000
Job Overview

This role is a critical component of our organization's operational framework, encompassing finance, human resources, and administrative efficiency. The ideal candidate will be a highly dependable and experienced individual who can manage sensitive financial and HR information with discretion and accuracy.

Key Responsibilities:
  • Financial Management:
    • Initiate and track payments across multiple bank accounts
    • Reconcile monthly credit card transactions and maintain accurate records
    • Manage expense reimbursements and coordinate with stakeholders
  • Accounts Payable & Bill Pay:
    • Own day-to-day management of Bill.com, including invoice entry, coding, approvals, and payment execution
    • Communicate directly with vendors to confirm payment timing, request documentation, and resolve discrepancies
    • Track aging payables and flag overdue items or payment risks
  • Payroll Administration:
    • Run biweekly payroll for employees and contractors, ensuring timely and accurate payment
    • Manage bonuses, commissions, and contractor disbursements in coordination with department leads
    • Maintain payroll records and documentation in accordance with compliance standards
  • Bookkeeping & Financial Support:
    • Enter and categorize transactions in QuickBooks and/or Finaloop to maintain accurate records
    • Assist with monthly close tasks in coordination with the finance team
    • Support cross-system reconciliation across bank accounts, Bill.com, and internal records
  • Tax Compliance:
    • File sales tax returns accurately and on time across applicable states
    • Coordinate with the CPA to support sales tax compliance and respond to documentation requests
    • Organize and maintain tax-related records to support annual filings and audits
  • Human Resources & Onboarding:
    • Set up new employee and contractor accounts across Google Workspace, Slack, and other internal platforms
    • Prepare and maintain onboarding materials, including welcome packets, policies, and documentation checklists
  • General Operations & Administrative Support:
    • Assist with scheduling internal meetings, vendor calls, and other logistics as needed by the leadership team
    • Maintain organized shared drives, folders, and documentation systems
    • Draft SOPs and internal process documentation related to the role's responsibilities
    Requirements:
    • 3-5 years of experience in administrative, finance, or operations support roles
    • Proven ability to handle sensitive financial and HR information with discretion and accuracy
    • Self-starter with a systems mindset who can build, refine, and own repeatable workflows

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