Executive Assistant / Accounts Payable Coordinator

• Manage and coordinate executive calendars, appointments, and meetings.
• Monitor and organize email inboxes, prioritize communications, and draft responses.
• Schedule calls, interviews, and client meetings.
• Prepare reports, presentations, and business correspondence.
• Maintain organized records, files, and documentation.
• Assist with special projects and operational initiatives.
• Process vendor invoices and ensure timely payments.
• Review, reconcile, and maintain accounts payable records.
• Manage expense reports and receipts.
• Track invoices and follow up with vendors regarding payment inquiries.
• Utilize QuickBooks for invoice entry, accounting records, and reporting.
• Assist with monthly financial reporting and account reconciliations.
• Review employee timesheets for accuracy and completeness.
• Process timesheet approvals and follow up on missing submissions.
• Maintain payroll-related records and documentation.
• Coordinate with payroll and accounting teams as needed.
• Communicate with candidates via email and phone.
• Schedule interviews and manage candidate calendars.
• Assist with onboarding paperwork and documentation.
• Maintain candidate records and update databases.

• 5+ years of Executive Assistant, Administrative, or Accounts Payable experience.
• Strong knowledge of QuickBooks.
• Experience managing invoices, accounts payable, and financial records.
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word).
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.
• Ability to maintain confidentiality and handle sensitive information.
• Detail-oriented with excellent follow-through.
• Experience in staffing, recruiting, or professional services environments is a plus.
• QuickBooks proficiency.
• Accounts Payable and invoicing experience.
• Calendar and email management.
• Timesheet and approval processing.
• Strong customer service and communication skills.
• Ability to work independently and prioritize multiple tasks in a fast-paced environment.
• More than 5 years of solid Executive Assistant experience and recruitment experience.
• Experience with Bullhorn ATS — preferred.

• Permanent remote work setup
• Competitive starting rate paid in USD
• Internet Allowance
• HMO insurance (PH)
• Retirement Fund
• Paid US holidays
• Paid Vacation and Sick Leaves