To apply, you will only have to fill a short form on our website that will take you less than 5 minutes.

 

Job Title: Finance and Executive Assistant

 

About the Company:

Our client is a digital-focused organization that provides creative branding and online presence solutions. They specialize in helping businesses elevate their identity and build high-performing websites across modern platforms.

 

Job Description:

We are looking for a Finance and Executive Assistant to be the operational and financial backbone across our agency and ventures. This role combines bookkeeping and financial management with hands-on admin support. You will own our books, control spend, keep files and systems organized, and support the founder and team with hiring, proposals, and day-to-day operations.

 

Responsibilities of the role:

• Own Xero. Keep books clean, reconciled, and audit-ready at all times.

• Handle all transaction coding, accounts payable and receivable, and year-end prep with our external accountant.

• Build and maintain financial tracking sheets for each venture covering revenue, expenses, forecasting, and cash flow.

• Own a master tools and software expense tracker. Know what we pay for, flag renewals, and cut what we do not need.

• Build financial reports tailored to each client or venture type.

• Track project budgets across ventures and partners. Flag overruns early and be the source of truth on spend.

• Own all billing communications. Send invoices, follow up on outstanding payments, and manage contractor payment schedules and renewals.

• Build the process for all accounting needs going forward.

• Own the filing system across Google Drive. Everything has a place and stays organized.

• Maintain shared folders for each venture, client, contractor, and team member.

• Create and finalize proposals, SOWs, engagement letters, and other client-facing documents. Keep a master library of all templates.

• Manage Slack including channel structure, naming, cleanup, and making sure the right people are in the right places. Handle onboarding and offboarding in Slack for clients, contractors, and employees.

• Maintain a master tools and access list. Add and remove team member access as people join or leave. Audit subscriptions regularly and flag anything redundant or unused.

• Support the founder with research, vendor benchmarking, and quick summaries when decisions need to be made fast.

• Post job listings, manage applications, screen candidates, coordinate interviews, and draft offer letters, NDAs, and contractor agreements.

 

Required Experience and Qualifications:

• Expert in Xero. Non-negotiable. CAD and USD bookkeeping experience required.

• Strong in Google Sheets and creating financial sheets. We are a Google shop.

• Has built simple financial trackers that give clear insight on revenue and top-line expenses.

• Has worked directly with a founder or small exec team.

 

Preferred Skills:

• Obsessed with organization and process.

• Clear, professional communicator. Comfortable writing on behalf of the team.

• Exposure to AI tools and excited to build automations. We are actively embedding AI into our workflows.

• Comfortable with Slack, Google Workspace, and picking up new tools quickly.

 

Personality:

• You do not wait to be told what needs doing. You spot it and handle it.

• You treat the founder's time like a resource to protect.

• You are meticulous with numbers and just as comfortable switching gears to write a clean email or sort out a messy folder.

• You communicate proactively, close loops without being asked twice, and take ownership seriously.

 

Software & Tools:

• Xero

• Google Sheets

• Slack

• Google Workspace

 

Schedule:

Full-time position.

 

Salary and Benefits:

• Payment in USD or Local Currency according to candidate's preference.

• Full-time remote opportunity.