Executive Assistant White Plains, NY

Executive Assistant

We are looking for a highly organized Executive Assistant to support daily leadership operations while also handling essential bookkeeping activities. This position combines executive-level coordination with financial administration, making it ideal for someone who can manage schedules, communications, and transactional records with equal attention to detail. The successful candidate will help keep priorities on track, ensure documentation is accurate, and contribute to smooth day-to-day business operations.

Responsibilities:

• Coordinate complex calendars, arrange meetings, and organize travel plans to support executive schedules efficiently.
• Prepare briefing materials, meeting agendas, and post-meeting follow-up documents to keep initiatives moving forward.
• Maintain orderly records, files, and business documentation so information can be retrieved quickly when needed.
• Review and process expense submissions, invoices, and purchase orders with accuracy and timely completion.
• Support bookkeeping activities by managing accounts payable, accounts receivable, and routine financial recordkeeping in Quick Books.
• Complete bank reconciliations and help monitor financial transactions to maintain reliable accounting records.
• Serve as a key point of contact between leadership and internal or external partners, ensuring clear and attentive communication.
• Draft, edit, and proofread emails, reports, presentations, and other business correspondence.
• Track assigned projects, balance competing deadlines, and anticipate leadership needs to improve overall operational effectiveness.