Executive Assistant to CEO | Finance & Operations
Full-Time | Monday–Friday | Hybrid | Beaumont, Texas
Position Summary
We are seeking a highly organized, proactive, and technology-comfortable Executive Assistant to the CEO who will serve as a trusted right hand while managing key administrative, financial, and operational responsibilities.
This is not a traditional administrative assistant role. The successful candidate will be expected to take ownership, exercise sound judgment, anticipate needs, and move assignments from request to completion with minimal supervision.
The role combines executive support, QuickBooks administration, payroll, invoicing and receivables, contract and budget coordination, email management, and general business operations. Prior clinical research or healthcare experience is helpful but not required.
Key ResponsibilitiesExecutive Support
- Manage the CEO's inbox, including triage, prioritization, drafting responses, follow-up, filing, and escalation of time-sensitive matters.
- Manage calendars, meetings, appointments, reminders, travel arrangements, and executive follow-up.
- Track commitments, deadlines, and open items to ensure matters reach completion.
- Prepare correspondence, reports, meeting materials, and other executive communications.
- Anticipate needs, identify issues requiring attention, and bring proposed solutions when appropriate.
Finance & Accounting Operations
- Maintain accurate financial records and transaction activity in QuickBooks.
- Manage accounts payable and accounts receivable.
- Prepare and issue invoices and actively monitor outstanding receivables.
- Follow up with customers, sponsors, vendors, and other parties regarding outstanding payments.
- Reconcile bank and credit card accounts and assist with month-end processes.
- Maintain organized financial documentation for management review, audits, and tax preparation.
- Coordinate with accountants, auditors, tax professionals, and other financial partners as needed.
Payroll & Employee Administration
- Coordinate and process payroll accurately and on schedule.
- Maintain payroll-related employee information and documentation.
- Support onboarding, offboarding, benefits coordination, payroll changes, deductions, and PTO administration.
- Investigate and resolve routine payroll or employee administrative discrepancies.
Contracts, Budgets & Business Administration
- Coordinate administrative aspects of contracts and budgets from receipt through completion.
- Track status, deadlines, revisions, outstanding questions, and required approvals.
- Prepare documentation and follow up with internal and external stakeholders.
- Maintain organized contract and budget records and tracking systems.
- Ensure matters requiring CEO approval are complete, organized, and ready for review.
The CEO retains final approval authority for contracts, budgets, and designated financial commitments.
Technology & AI
- Use AI tools to improve research, drafting, organization, and administrative efficiency.
- Learn new software and technology quickly.
- Identify repetitive processes that can be streamlined or automated while exercising appropriate judgment with confidential information.
Required Qualifications
- 3–5 years of relevant experience in executive support, bookkeeping, finance administration, business operations, or a comparable role.
- Demonstrated proficiency with QuickBooks and Microsoft Outlook.
- Experience with invoicing, accounts receivable, accounts payable, reconciliations, and basic accounting.
- Strong organizational, written communication, and task-management skills.
- High attention to detail and financial accuracy.
- Ability to work independently, prioritize competing demands, and follow matters through completion.
- Sound judgment regarding when to act independently and when to escalate.
- Comfortable using AI and modern technology in everyday work.
- Ability to handle confidential financial, employee, and business information with discretion.
A college degree is welcomed but not required. Demonstrated competence, judgment, reliability, and relevant experience are more important than a specific degree.
Preferred Qualifications
- Payroll experience.
- Advanced Microsoft Excel skills.
- Experience with Microsoft 365, SharePoint, Teams, Power Automate, or similar systems.
- Contract or budget administration experience.
- Experience supporting a CEO, business owner, or senior executive.
- Healthcare, clinical research, or other regulated-industry experience.
What Success Looks Like
Within the first several months, the successful candidate should be able to independently own significant portions of:
- Invoicing and accounts receivable follow-up.
- Routine QuickBooks and financial administration.
- Payroll administration.
- Contract and budget workflow coordination.
- Executive inbox organization and triage.
- Executive administrative follow-through.
The goal is to remove routine operational work from the CEO while maintaining appropriate visibility and approval authority.
Schedule & Location
- Full-time, Monday–Friday.
- Standard business hours approximately 8:00 AM–5:00 PM.
- Hybrid work arrangement.
- Candidates may live within the Houston-to-Lake Charles corridor.
- Travel to Beaumont, Texas is required as business needs arise, with an expected cadence of approximately once every two weeks.
- Additional Beaumont travel may occasionally be required based on business needs.
- Occasional after-hours responsiveness may be required for important business matters.
Compensation & Benefits
Salary: $50,000–$60,000 annually, based on experience and demonstrated capabilities.
Benefits include:
- Health, dental, and vision insurance.
- Paid time off.
- Paid holidays.
- Professional development opportunities.
Job Type: Full-time
Pay: $50,000.00 - $60,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Parental leave
- Vision insurance
Work Location: Hybrid remote in Houston, TX 77024
