Executive Assistant & Accounting Support

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 Quick Books 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.

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.

• 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

• Work within multiple Quick Books 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

• Hands‑on familiarity with Quick Books 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 Power Point
• Ability to organize information across multiple companies, accounts and inboxes
• Strong attention to detail…