Back Office Executive Assistant

Job Description – Executive Assistant to CEO (Accounts & Team Leadership)

Position

Executive Assistant to CEO – Accounts & Administration

Reporting To

Chief Executive Officer (CEO)

Location

[Company Location]

Experience

3-5+ years, preferably with strong experience in Accounts, Finance, Administration, and executive coordination.

About the Role

We are looking for a highly responsible, organized, and proactive Executive Assistant to the CEO who also has a strong background in Accounts and Finance.

The ideal candidate should have practical hands-on knowledge of accounting, the ability to lead and manage an Accounts team, and excellent communication skills. The candidate will work directly with the CEO, support the CEO in day-to-day business activities, coordinate with internal teams, and ensure clear and timely communication between the CEO and the organization.

This is a high-responsibility role requiring maturity, confidentiality, leadership, problem-solving ability, and the ability to work independently.

Key Responsibilities

1. Executive Assistance to CEO

• Act as a direct support to the CEO in day-to-day business and operational matters.

• Manage the CEO's calendar, meetings, appointments, and important schedules.

• Prepare meeting agendas, documents, reports, presentations, and follow-up points as required.

• Maintain proper follow-up on instructions and decisions given by the CEO.

• Coordinate with different departments on behalf of the CEO.

• Ensure that important matters requiring the CEO's attention are communicated clearly and on time.

• Maintain complete confidentiality regarding company, financial, employee, and business information.

• Assist the CEO in monitoring important business activities, deadlines, and commitments.

• Attend meetings with the CEO when required and maintain proper action points and follow-ups.

2. Accounts & Finance Responsibilities

• Have practical, hands-on knowledge of day-to-day accounting and financial processes.

• Review and monitor accounting activities carried out by the Accounts team.

• Ensure proper maintenance of books of accounts, invoices, payments, receipts, expenses, and reconciliations.

• Review bank, vendor, customer, and ledger reconciliations.

• Monitor accounts receivable and accounts payable.

• Assist in cash-flow monitoring and financial planning.

• Review financial reports and MIS and highlight important issues to the CEO.

• Coordinate with auditors, consultants, banks, vendors, and other financial stakeholders when required.

• Ensure timely completion of accounting and financial activities.

• Identify discrepancies or financial issues and bring them to the CEO's attention with appropriate recommendations.

• Ensure that accounting processes and documentation are properly maintained.

3. Accounts Team Leadership

• Lead, supervise, and coordinate the Accounts team.

• Allocate responsibilities and ensure timely completion of tasks.

• Review the team's work for accuracy and completeness.

• Guide team members on accounting procedures and resolve day-to-day issues.

• Set clear expectations, priorities, and deadlines for the Accounts team.

• Conduct regular follow-ups and performance reviews.

• Develop a disciplined, accountable, and professional working environment.

• Take ownership of team performance and escalate critical issues to the CEO.

• Ensure effective coordination between Accounts and other departments.

4. Communication & Coordination

• Maintain clear, professional, and transparent communication with the CEO and management team.

• Communicate the CEO's instructions accurately to concerned team members.

• Ensure that instructions are understood and properly executed.

• Follow up with teams and provide timely status updates to the CEO.

• Act as an effective communication bridge between the CEO and internal departments.

• Handle sensitive or difficult conversations professionally and maturely.

• Avoid communication gaps and ensure important matters are properly documented and followed through.

5. MIS, Reporting & Business Support

• Prepare and maintain regular MIS and management reports.

• Provide the CEO with accurate information and summaries for decision-making.

• Track important business, financial, and operational action points.

• Analyze data and identify trends, discrepancies, risks, and areas requiring management attention.

• Support the CEO with business reviews, planning, budgeting, and decision-making activities.

• Prepare presentations and reports whenever required.

Required Skills & Qualifications

• Bachelor's degree in Commerce, Accounting, Finance, Business Administration, or a related field.

• Strong practical knowledge of Accounts and Finance.

• Experience working with accounting software/ERP systems.

• Strong knowledge of MS Excel and reporting.

• Excellent verbal and written English communication skills.

• Strong leadership and team-management abilities.

• Excellent organizational and time-management skills.

• Strong follow-up and coordination skills.

• Ability to analyze financial and business information.

• Ability to handle confidential information with complete discretion.

• Strong problem-solving and decision-making skills.

• Ability to work directly with senior management/CEO.

• Ability to manage multiple priorities under pressure.

Ideal Candidate Profile

The ideal candidate should be:

• Accountable and responsible – takes ownership instead of waiting for instructions.

• Proactive – identifies issues before they become problems.

• Strong in Accounts – understands accounting practically, not only theoretically.

• A good leader – capable of managing and developing an Accounts team.

• An excellent communicator – communicates clearly with the CEO, management, and employees.

• Highly organized – capable of managing the CEO's priorities along with financial responsibilities.

• Confidential and trustworthy – understands the sensitivity of working directly with the CEO.

• Professionally mature – able to handle pressure, disagreements, and sensitive situations appropriately.

• Detail-oriented – able to identify errors and inconsistencies in financial and operational information.

• Solution-oriented – brings solutions and recommendations, not only problems.

• Independent – capable of taking responsibility and completing tasks without constant supervision.

Key Performance Expectations

The successful candidate will be expected to:

1. Provide reliable and effective direct support to the CEO.

2. Maintain accurate and timely financial/accounting oversight.

3. Lead the Accounts team effectively.

4. Ensure clear communication between the CEO and internal teams.

5. Ensure proper follow-up on management decisions and instructions.

6. Provide accurate MIS and financial information to the CEO.

7. Identify important issues and escalate them at the right time.

8. Maintain complete confidentiality and professional integrity.

9. Improve accounting and reporting processes wherever possible.

10. Act

• It is a Full Time Back Office / Data Entry job for candidates with 3 - 5 years of experience.