Executive Assistant with Accounting Support

5 days ago

Cagayan de Oro, Northern Mindanao, Philippines Outsource Access, Inc. Full time ₱400,000 - ₱600,000 per year

Position Overview

This is a multi-functional, high-trust role that blends traditional executive assistant responsibilities with light accounting, operational coordination, and client-facing administration. You'll be the go-to support for managing the firm's day-to-day execution, vendor management, client invoicing, scheduling, and backend coordination across tools, systems, and third-party vendors.

Key Responsibilities

I. Invoicing & Financial Administration

  • Track pass-through expenses (credit card and bank transactions) using Excel.
  • Prepare and send monthly invoices that include client base-fees and reimbursable expenses (Excel/Adobe).
  • Evaluate and recommend invoicing software for future automation (e.g., QuickBooks).
  • Submit invoices to client AP contacts via Outlook and/or client portals.
  • Enter invoices into QuickBooks and reconcile records regularly.
  • Maintain a detailed client list, including contacts for Accounts Payable.
  • Support collections by tracking AR and sending follow-ups for outstanding invoices.

II. Client Engagement & Administration

  • Act as liaison with client back-office teams for admin-related needs and follow-ups.
  • Support completion of due diligence questionnaires and onboarding documents for new clients.
  • Assist in reviewing, organizing, and tracking new client contracts.
  • Manage calendar scheduling and meeting coordination for senior executives.
  • Recommend or support future CRM implementation to enhance client communication tracking.

III. Internal Operations & Office Management

  • Manage relationships with suppliers and vendors; coordinate billing and payments for software, lease, research tools, printing, internet, phone, etc.
  • Coordinate with IT consultants to ensure smooth tech operations and troubleshoot as needed.
  • Maintain and update the company website (platform TBD).
  • Distribute client communications via Constant Contact.
  • Organize and maintain internal digital files and administrative records.
  • Liaise with pension consultants, insurance carriers, and other partners as needed.
  • Assist with executive travel arrangements (minimal).
  • Maintain and manage login credentials and subscription accounts (news, research, tools).
  • Assist in light HR tasks—posting job descriptions, coordinating with recruiters, etc.

IV. Research & Document Support

  • Conduct internet and document-based research as requested—searching public sites, pulling reports, etc.
  • Retrieve documents from EDGAR, PACER, and other official databases.

  • Call courts and other government agencies for administrative requests or documentation.

  • Candidate Requirements

  • 1 year of experience as an Executive Assistant, preferably in financial, legal, or professional services environments.
  • Familiarity with QuickBooks, Excel, and Adobe Acrobat; experience preparing and managing invoices and AR tracking.
  • Exceptionally organized with an ability to manage multiple workflows and prioritize deadlines.
  • Strong written and verbal communication skills; professional email etiquette is a must.

Detail-oriented and dependable; thrives working independently with minimal oversight.
- Tech-savvy—comfortable navigating Constant Contact, web CMS tools, and online research platforms.
- Bachelor's degree in Business Administration, Accounting, or a related field is preferred but not required.

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