Executive Accounting Administrative Assistant
13 days ago
Irvine
Job Description Bookkeeping Enterprises is a growing outsourced bookkeeping and accounting firm, and we are seeking a highly capable Executive Accounting Administrative Assistant to support firm leadership, accounting operations, and office management. This is an in-office position for a seasoned professional who combines strong accounting knowledge with executive-level administrative skills and a hands-on approach to maintaining an efficient, organized, and professional office environment. This role is ideal for someone who thrives in a position of trust and responsibility, takes ownership of systems and processes, and is comfortable serving as both a key operational support and a personal assistant to the owner. Position Overview The Executive Accounting Administrative Assistant is a central figure in our daily operations. This individual will support accountants with bookkeeping and accounting functions, manage office operations, assist the owner directly, and help develop and maintain systems that keep the firm running smoothly. The ideal candidate is proactive, detail-driven, professional, and confident handling confidential financial and business information. Key Responsibilities: Accounting & Bookkeeping Support * Perform accounting functions utilizing QuickBooks, including data entry, reconciliations, and report preparation * Assist with bookkeeping tasks across multiple client accounts * Prepare, organize, and maintain financial records and supporting documentation * Ensure accuracy, consistency, and compliance with internal processes * Support accountants with month-end and ongoing accounting tasks Executive & Administrative Support * Serve as a personal assistant to the owner, providing direct executive-level support * Manage calendars, scheduling, correspondence, and follow-ups * Prepare reports, spreadsheets, and internal documents for leadership * Track deadlines, deliverables, and priorities across the firm * Handle sensitive and confidential information with discretion and professionalism Office Management & Client Experience * Oversee day-to-day office operations to ensure a clean, organized, and professional workspace * Order and maintain office supplies and equipment * Greet clients professionally and serve as the first point of contact for in-office visits * Answer and direct phone calls and emails as needed * Maintain filing systems, both digital and physical Systems & Process Development * Assist in developing, improving, and maintaining administrative and accounting systems * Identify inefficiencies and recommend process improvements * Help document workflows and internal procedures * Support implementation of new tools or systems as the firm grows Required Qualifications * BA or BS degree (or equivalent work experience preferred) * Minimum of 3+ years experience in accounting administration, bookkeeping, or a related role * Proven experience using QuickBooks for accounting functions * Advanced Knowledge of Microsoft Office Suite * Strong understanding of accounting principles and financial documentation * Exceptional organizational and time-management skills * Ability to manage multiple priorities independently in a fast-paced environment * High level of integrity, reliability, and professionalism * Strong written and verbal communication skills * Ability to work independently, take initiative and follow direction as needed Preferred Qualifications * Experience in an outsourced bookkeeping or accounting firm * Prior experience supporting business owners or executives * Familiarity with payroll platforms and client management systems What We Offer * Full-time, stable in-office position * Professional, respectful, and growth-oriented work environment * Opportunity to play a key role in the firm’s operations and growth * Competitive compensation based on experience