Finance Executive Assistant – Growth Track to CFO Executive Assistant
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Job Description
Finance Executive Assistant providing operational and financial support for U.S.-based construction company, evolving into CFO support over time.
Responsibilities:
- Reconcile credit card transactions (Ramp or similar)
- Collect and attach receipts; follow up on missing documentation
- Perform monthly vendor statement reconciliations
- Match vendor statements to ERP balances
- Identify discrepancies (duplicate invoices, missing credits, unapplied payments)
- Investigate and resolve variances prior to close
- Maintain reconciliation documentation folder
- Ensure vendor accounts are clean prior to payment release
- Escalate discrepancies impacting financial reporting
- Maintain structured Month-End Close checklist in Motion
- Track completion of vendor reconciliations
- Confirm documentation is uploaded before tasks are marked complete
- Maintain CPA/audit request tracker
- Provide pre-close status report to Controller
- Manage inbox organization
- Draft professional correspondence
- Maintain proactive calendar scheduling
- Coordinate meetings across departments
- Assist with presentation formatting for leadership meetings
- Generate recurring financial reports: AR aging, vendor totals, expense summaries
- Compile documentation for CPA requests, insurance audits, banking inquiries
- Draft and maintain finance SOPs
- Maintain strict confidentiality of banking information, vendor tax IDs, payroll data, executive compensation
Requirements:
- 3+ years supporting U.S.-based finance or accounting teams
- Demonstrated experience performing month-end vendor statement reconciliations
- Experience reconciling credit card transactions and expense documentation
- Strong understanding of basic accounting principles (AP, AR, reconciliations)
- Advanced Excel or Google Sheets proficiency
- Strong written and verbal English communication
- Experience working in structured task management software
- Ability to overlap 4–5 hours with U.S. CST or EST
- Stable high-speed internet and secure remote work setup
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