Executive Assistant (w/Accounting Experience)

TEL Staffing is seeking a highly organized, detail-oriented, and proactive Executive Assistant (with Accounting Experience) to provide comprehensive support to our senior leadership team in Pensacola FL.

This is NOT a traditional Executive Assistant position — approximately 50-60% of your time will involve hands-on accounting, bookkeeping, and financial operations . This position is ideal for someone with strong administrative skills who is comfortable managing calendars and travel while also processing invoices, reconciling accounts, and supporting financial reporting. You will be a key partner in keeping our operations running smoothly and our financials accurate and up-to-date.

KEY RESPONSIBILITIES:

Executive Support (Approximately 40 % of duties)-

• Manage complex calendars for Executives, including scheduling meetings, coordinating across time zones, and prioritizing conflicting requests.
• Handle email correspondence, draft responses, and maintain inbox zero where possible.
• Prepare meeting agendas, materials, presentations, and follow-up notes; take minutes for key Board/Executive meetings.
• Manage confidential information with the highest discretion.
• Coordinate events, board meetings, offsites, and executive retreats.

Accounting & Finance Support (Approximately 60% of duties)-

• Full-cycle accounts payable: review, code, process invoices, obtain approvals, prepare payments (checks, ACH, wires), and track vendor payments.
• Accounts receivable: prepare and send client invoices, track collections, follow up on overdue payments.
• Perform monthly bank and credit card reconciliations.
• Maintain general ledger entries, assist with month-end/year-end close processes.
• Prepare and process expense reports, reimbursements, and employee payroll submissions (in coordination with external payroll provider).
• Assist in budgeting: track departmental spend against budgets, prepare variance reports, support annual budget planning.
• Generate financial reports, dashboards, and summaries for leadership review (using QuickBooks, Excel, or similar tools).
• Manage vendor relationships, negotiate terms where appropriate, and ensure compliance with financial policies.
• Support audit preparation by organizing documentation and responding to requests.
• Handle basic payroll oversight, including time tracking approvals and benefits reconciliations.

QUALIFICATIONS & REQUIREMENTS:

• 5+ years of experience as an Executive Assistant , ideally supporting C-level Executives, combined with significant accounting/bookkeeping responsibilities (or equivalent hybrid role).
• Proven hands-on experience with accounting tasks: accounts payable/receivable, reconciliations, expense reporting, budgeting support, and financial record-keeping.
• Proficiency in accounting software (QuickBooks Online/Desktop, Xero, NetSuite, or similar) AND advanced Microsoft Excel (pivot tables, VLOOKUPs, financial modeling).
• Strong understanding of basic accounting principles (GAAP knowledge a plus).
• Exceptional organizational, time-management, and multitasking skills.
• High level of integrity, confidentiality, and attention to detail.
• Excellent written and verbal communication skills.
• Ability to work independently in a fast-paced environment with minimal supervision.
• Bachelor's degree in Business, Accounting, Finance, or related field preferred (or equivalent experience).
• Experience in small-to-medium businesses, nonprofits, family offices, or startups is highly desirable.
• MUST pass a pre-employment background check before starting in this position

PREFERRED SKILLS:

• Familiarity with financial compliance, 1099 preparation, or tax-related documentation.
• Bookkeeping certification (e.g., QuickBooks Certified ProAdvisor)
• Accounting coursework a PLUS

SCHEDULE:
Monday -to- Thursday ..... 8am - 5pm
Friday ............................... 8am - 4pm

SALARY:
Position starts at: $50,000+/yr.
**Depending on experience level**

BENEFITS:

• Competitive salary and performance bonus.
• Comprehensive benefits package (health, dental, vision, 401(k) match, paid time off).
• Opportunity to make a direct impact on company operations and growth.
• Supportive, collaborative team environment.

If you are a versatile professional who thrives at the intersection of Executive support and financial operations, we want to hear from you!

TEL Staffing complies with regulations enforced by the EEOC. TEL Staffing is a drug-free workplace.
This position may be Direct-Hire -OR- Temp-to-Hire. No benefits are offered during the Temp period