Personal Secretary

Job Title:

Secretary / Accounting Assistant

Job Summary

We are seeking a highly organized, detail-oriented, and versatile Secretary / Accounting Assistant to join our team. In this dual role, you will serve as the backbone of our front-office operations while managing foundational accounting and bookkeeping tasks. The ideal candidate is a proactive communicator who can seamlessly switch between greeting clients, managing schedules, and balancing ledgers with accuracy and confidentiality.

Key Responsibilities

1. Administrative & Secretarial Duties

• Front Desk Management: Greet visitors, clients, and vendors warmly and direct them to the appropriate person or department.
• Communication: Answer, screen, and forward incoming phone calls; manage the general company email inbox and distribute correspondence.
• Scheduling: Maintain executive calendars, schedule appointments, coordinate meetings, and arrange travel itineraries.
• Documentation: Draft, format, and edit letters, memos, reports, and meeting minutes.
• Filing & Organization: Maintain both physical and digital filing systems, ensuring documents are easily retrievable and secure.
• Office Supplies: Monitor and order office supplies, ensuring the workspace remains stocked and organized.

2. Accounting & Financial Duties

• Accounts Receivable (AR): Prepare and issue client invoices, track payments, send reminders for overdue accounts, and deposit checks.
• Accounts Payable (AP): Review, verify, and process vendor invoices; match purchase orders to invoices and prepare payments for approval.
• Data Entry: Accurately enter daily financial transactions into the company’s accounting software (e.g., QuickBooks, Xero, or Sage).
• Expense Tracking: Reconcile credit card statements and process employee expense reports.
• Bank Reconciliation: Assist in reconciling monthly bank statements to ensure accuracy.
• Financial Reporting: Assist the accountant or management team by generating basic financial reports (e.g., profit and loss statements, aging summaries).

Skills and Qualifications

Required Technical Skills

• Software Proficiency: Strong knowledge of accounting software (QuickBooks, Xero, etc.) and Microsoft Office Suite (especially Excel, Word, and Outlook).
• Basic Bookkeeping: Solid understanding of basic accounting principles (debits, credits, invoicing, general ledger).
• Data Entry: High speed and accuracy in numerical data entry (10-key numeric keypad proficiency is a plus).

Soft Skills & Core Competencies

• Organization & Time Management: Ability to prioritize tasks in a fast-paced environment and meet strict financial deadlines.
• Attention to Detail: High level of accuracy in both text documentation and numerical reporting.
• Discretion: Ability to handle sensitive financial data and confidential company/client information with the utmost integrity.
• Communication: Excellent verbal and written communication skills for interacting with clients, vendors, and internal teams.

Education and Experience Requirements

• Education: High school diploma or equivalent required; an Associate’s degree or certification in Accounting, Finance, Business Administration, or a related field is highly preferred.
• Experience: 1+ years of experience in an administrative/secretarial role, with at least 1 year of hands-on experience handling basic bookkeeping or accounting tasks.