Executive Assistant & Accounting Support

Job description

About the Position O’Mally Management Group has partnered with Palko & Associates to recruit an Executive Assistant & Accounting Support professional for a direct-hire opportunity in Crosby, Texas. Reporting directly to the Owner/Managing Partner, this individual will serve as a trusted second chair—providing the administrative, operational and developing accounting support that allows leadership to remain focused on higher-level priorities. This role is designed for someone who finds satisfaction in making another person and the larger team more effective. The right person notices unfinished details, follows up without repeated reminders, anticipates routine needs and willingly handles both significant assignments and the small, sometimes tedious tasks that keep an office running smoothly. The position will initially focus heavily on administrative support, organization and follow-through. As the employee learns the businesses, establishes trust and demonstrates accuracy, the role will grow into greater ownership of QuickBooks processes, reconciliations and other accounting responsibilities. This is not a position for someone who needs every day to look the same or every assignment to feel “high level.” It is an opportunity to become an indispensable partner by learning what can be taken off leadership’s plate and gradually assuming responsibility for it. This is a professional business position and includes no household or domestic responsibilities. What You’ll Do The Executive Assistant & Accounting Support professional will work closely with the Owner/Managing Partner and an established team. Responsibilities will evolve as the employee learns the organization and becomes prepared to independently manage additional processes. Executive and Administrative Support Serve as a dependable second chair to the Owner/Managing Partner Take ownership of routine administrative details and miscellaneous requests Monitor multiple email addresses and shared inboxes Organize messages, identify priorities and ensure important items receive follow-up Track open assignments and follow through until they are completed Coordinate documents, deadlines, renewals and recurring obligations Scan, label, organize and maintain electronic records Gather receipts and match them with the appropriate transactions Establish utilities and coordinate account setup for new locations and entities Set up and monitor authorized automatic payments Assist with EIN applications and other business registrations Establish and maintain authorized access to insurance portals, GPS systems, vendor accounts and other business platforms Help maintain office organization and continuity when leadership is away Anticipate routine needs and identify appropriate ways to make the workday run more smoothly Assist with special projects and unexpected operational needs Handle both recurring responsibilities and small tasks that might otherwise distract leadership from higher-level work Accounting Support Work within multiple QuickBooks Desktop company files for related businesses and ownership entities Assist with bank and credit-card reconciliations Match receipts and supporting documentation to transactions Identify missing, incomplete or inconsistent financial documentation Collect and review W-9 forms, deposit instructions and other vendor records Assist with vendor reviews and vendor-account maintenance Research routine discrepancies and gather information needed for resolution Follow established accounting procedures and internal controls Maintain confidentiality when handling business and financial information Assume independent responsibility for additional reconciliations and accounting processes as proficiency is demonstrated What We’re Looking For Required Qualifications Hands-on familiarity with QuickBooks Desktop Experience providing administrative, executive or accounting support Basic understanding of bank and credit-card reconciliations Strong computer, scanning, electronic filing and general office skills Proficient in Word, Excel, Outlook, and PowerPoint Ability to organize information across multiple companies, accounts and inboxes Strong attention to detail and comfort working with financial documentation Ability to follow established processes accurately Sound judgment regarding when to act independently and when to seek approval Ability to handle confidential financial and business information with discretion Dependable attendance and reliable transportation to Crosby Availability to work full-time and 100% on-site Preferred Qualifications Experience supporting a business owner, executive or senior leader Experience working with multiple QuickBooks company files or related entities Experience reviewing W-9 forms and maintaining vendor documentation Familiarity with EIN applications, business registrations, utilities or vendor-account setup Experience managing shared inboxes or multiple email accounts Working knowledge of Microsoft Excel, Outlook and electronic document-management systems The Right Working Style You may be a strong fit if you: Find satisfaction in making your manager and team more effective Notice what needs attention without waiting for every step to be assigned Are willing to handle small, repetitive or tedious tasks with the same care as larger assignments Take initiative while understanding when approval is required Ask thoughtful questions and learn new processes quickly Follow through, communicate updates and close loops Can shift comfortably between administrative details, accounting support and unexpected needs Are trainable and open to learning the organization’s established methods Stay calm and organized while managing competing priorities Do not assume that a task is “someone else’s job” simply because it falls outside the normal routine Understand that trust and additional responsibility are earned through consistency and accuracy Want to become a trusted second chair rather than immediately operating in a separate lane Value being the person others can depend on Growth Opportunity This position is designed to grow as the employee becomes proficient across the organization’s businesses, systems and processes. The starting rate will reflect the candidate’s directly related experience. Compensation may be reviewed as the employee demonstrates the ability to independently manage additional accounting and operational responsibilities. Potential growth areas include: Independently managing assigned bank and credit-card reconciliations Maintaining multiple QuickBooks Desktop company files Owning vendor-documentation and account-setup processes Managing designated inboxes, renewals and recurring deadlines Researching and resolving routine discrepancies Maintaining operational continuity when leadership is away Identifying processes that can be fully delegated and assuming responsibility for them Work Location This is a full-time, 100% on-site position in Crosby, Texas. The established team currently works together from a dedicated professional workspace located within a private residence while permanent commercial office space is being developed. The workspace is used exclusively for business operations, and the selected employee will work alongside other members of the team. This position includes no household, childcare, cleaning, meal preparation or other domestic responsibilities. To Apply Please submit a current résumé highlighting your experience with: QuickBooks Desktop Administrative or executive support Bank and credit-card reconciliations Multiple businesses, entities, accounts or inboxes Managing competing priorities and following assignments through completion Qualified candidates may be invited to complete a brief, job-related skills assessment and participate in an introductory interview.