Executive Financial Assistant

We are on the hunt for an Executive Financial Assistant with sharp financial skills to take charge of their accounts payable and free up their busy team. In a fast-paced construction environment, managing weekly bills and invoices is a must, and they need someone who’s not just on top of the numbers, but ahead of the curve to keep everything flowing smoothly. Beyond accounts payable, this role will have you diving into research, note-taking, and managing tasks to ensure the team stays organized and efficient.

If you’re someone who thrives on precision, loves staying ahead of the game, and enjoys keeping things running like clockwork, this is the opportunity to make a real difference in a dynamic, growing company! 
on the hunt for an Executive Financial Assistant with sharp financial skills to take charge of their accounts payable and free up their busy team. In a fast-paced construction environment, managing weekly bills and invoices is a must, and they need someone who’s not just on top of the numbers, but ahead of the curve to keep everything flowing smoothly. Beyond accounts payable, this role will have you diving into research, note-taking, and managing tasks to ensure the team stays organized and efficient.
If you’re someone who thrives on precision, loves staying ahead of the game, and enjoys keeping things running like clockwork, this is the opportunity to make a real difference in a dynamic, growing company! 

What’s in it for you?
Joining this client means not just filling a role but embarking on a personal development journey. The growth potential is substantial, with opportunities to:

> Opportunities for growth and leadership—take your career to the next level!
> Performance-based rewards—your hard work pays off.
> Be part of a faith-driven, caring company that values every individual.
> A company culture focused on progress and moving the ball forward.
> Learn from mistakes and grow—there's always room for improvement.
> A firm yet kind leader who values quality and integrity.
> No micromanagement—expectation is clear, and you're trusted to take ownership.
> Lead with confidence in a supportive, faith-driven team environment.
> Be part of a team that strives for excellence and delivers top-tier results every time.

If you're looking to thrive in a culture that values integrity, growth, and teamwork, this is the place to be!
?Responsibilities of the Executive Financial Assistant:?
Your responsibilities include:?
Accounts Payable for Construction Business:
> Issue purchase orders to subcontractors and manage their weekly invoices
> Upload subcontractor invoices to OneDrive for the Construction Manager’s review and approval
> Match invoices to bills, ensuring accurate coding and record-keeping
> Reconcile all accounts and invoices by the end of each month to ensure timely and accurate reporting?
Executive Assistance:
Provide administrative support for three different businesses:
> Construction Business (Primary)
> Executive Coaching Business (targeting small business owners)
> Entrepreneurship Teaching at Arizona State University?
Sales Opportunity Identification:
> Conduct research to identify potential sales opportunities, particularly in real estate and land purchases
> Track lot sales based on provided parameters and conduct research through the Property Appraisers website
> Notify the client when a property or lot has been sold (no automated alerts)
> Review MLS listing sites to identify potential customers and leads
> Draft introductory letters to prospects

Shadowing Meetings:

Attend various weekly meetings to support and gain insight into business operations:
> Morning Huddle — Identify key topics and concerns
> Production Meeting — Assist with follow-up tasks
> Company President Meeting — Support high-level strategic discussions
> Sales Meeting — Participate with the sales associate, tracking leads and client interests

Meeting & Action Item Prioritization:
> After shadowing meetings, create a prioritized list of action items, prospects, and properties that need attention, and assign tasks to the appropriate team members

Organizing Priorities & Goal Setting:
> Assist in organizing and setting both personal and professional goals for the client
> Help break down these goals into actionable milestones and track progress regularly

Project & Task Management:
> Follow up with team members to ensure tasks and projects are completed on time

Ad-hoc and Administrative Tasks:
> Assist with various administrative and operational tasks as needed, providing support across the business?
Lead Nurturing for Coaching Business:
Client Referrals:
> Assist in nurturing leads for the executive coaching business by reaching out to referral sources and monitoring responses
> While this is not a high-priority responsibility, it is an important support task?

Advanced Responsibilities: (Areas to grow into)

Calendar Management:
> Manage the client’s calendar by scheduling meetings and ensuring appointments are properly organized
> Develop a keen sense of which meetings or tasks should be prioritized and scheduled in the calendar


Email Management (Growth Opportunity)
> Organize and manage emails, prioritizing urgent matters and ensuring timely responses?
Social Media (Nice-to-have)
> Assist in creating and posting content on social media platforms to increase brand visibility for the businesses, especially the coaching business?
Perks:

> 13th Month Bonus (Wild right?!)
> Permanent work-from-home / remote set-up
> Health insurance
> Dental insurance
> Mental health insurance
> Great starting salary
> Growth opportunity
> Performance-based raises
> Prizes and bonuses
?Specifics:?
Time
> Full-time, CST time zone
> This is a remote position so you can have the freedom to work from anywhere

Miscellaneous
> Attire - business casual when in meetings
> Professional setup (Pains me I actually need to write this down… ????)
> Clean background
> Good camera
> Good microphone
> Strong wifi

Tech Stack
> Accounting Software (Must-have)
> Xero
> Quickbooks
> OneDrive
> MS Suite/Google Suite

Compensation
> $9k-$13.2k/yr

Don’t forget to attach your PDF resume to nolascobree@gmail.com. Please indicate “Executive Financial Assistant” in the subject line.