Job Description

Job Description

Job Description

Part-Time Executive Assistant to the CFO / Administrative & Bookkeeping Support

Location: Closter, NJ
Schedule: Monday–Friday, 9:00 a.m.–2:00 p.m.
Hours: 25 hours per week
Salary: $40,000 annually
Reports to: Chief Financial Officer

Position Summary

We are seeking a dependable, organized, and detail-oriented Part-Time Executive Assistant to the CFO to provide administrative, bookkeeping, and financial support. This position is ideal for an experienced professional who is comfortable handling confidential information, managing multiple priorities, maintaining accurate financial records, and supporting day-to-day business operations.

Key Responsibilities

Executive and Administrative Support

• Manage the CFO’s calendar, meetings, appointments, and deadlines.
• Prepare reports, spreadsheets, correspondence, presentations, and other documents.
• Organize and maintain electronic and physical files.
• Coordinate meetings and prepare agendas or meeting notes as needed.
• Handle routine phone calls, emails, and correspondence.
• Assist with expense reports, scheduling, and special projects.
• Maintain confidentiality of company, employee, customer, and financial information.
• Provide general administrative support to the CFO and office.

Bookkeeping and Accounting Support

• Record and categorize financial transactions accurately.
• Assist with accounts payable and accounts receivable.
• Prepare invoices and monitor outstanding customer balances.
• Enter bills, payments, deposits, and journal entries.
• Reconcile bank accounts, credit cards, and other financial accounts.
• Maintain organized records for receipts, expenses, invoices, and payments.
• Assist with monthly financial reporting and month-end close procedures.
• Assist with sales-tax records and other financial compliance documentation.
• Identify discrepancies and bring unusual items to the CFO’s attention.
• Communicate with vendors, customers, banks, accountants, and other business contacts as needed.

Qualifications

• At least two years of experience in bookkeeping, administrative support, accounting assistance, or a related field.
• Knowledge of basic bookkeeping and accounting principles.
• Experience with accounting software.
• Proficiency with Microsoft Office especially Excel, Word and Power Point.
• Strong attention to detail and organizational skills.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Ability to work independently, prioritize tasks, and meet deadlines.
• Professional, dependable, and proactive approach to work.

Preferred Qualifications

• Experience assisting a CFO, controller, business owner, or accounting department.
• Experience with bank and credit-card reconciliations.
• Familiarity with accounts payable, accounts receivable, invoicing, and sales tax.
• Associate degree, bookkeeping certificate, or coursework in accounting, finance, or business.
• Experience working in a small-business environment.

 

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