Executive Assistant / Accounts Payable Coordinator (ENG)

MedVirtual; Philippines; On-site; PHP 420,000 - 620,000; Full time

Job summary

MedVirtual is seeking a highly organized Executive Assistant with Accounts Payable experience to support daily operations in the Philippines. You will manage executive calendars, handle emails, process vendor invoices in QuickBooks, and oversee timesheets and invoicing.

The ideal candidate is proactive, professional, tech-savvy, and discreet, with strong communication and multitasking skills. You will collaborate with payroll and accounting teams, prepare reports, maintain records, and ensure

Qualifications

• 5+ years of Executive Assistant, Administrative, or Accounts Payable experience.
• Strong knowledge of QuickBooks.
• Experience managing invoices, accounts payable, and financial records.
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word).
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.
• Ability to maintain confidentiality and handle sensitive information.
• Detail-oriented with excellent follow-through.

Responsibilities

• Manage and coordinate executive calendars, appointments, and meetings.
• Monitor and organize email inboxes, prioritize communications, and draft responses.
• Schedule calls, interviews, and client meetings.
• Prepare reports, presentations, and business correspondence.
• Maintain organized records, files, and documentation.
• Assist with special projects and operational initiatives.
• Process vendor invoices and ensure timely payments.
• Review, reconcile, and maintain accounts payable records.
• Manage expense reports and receipts.
• Track invoices and follow up with vendors regarding payment inquiries.
• Utilize QuickBooks for invoice entry, accounting records, and reporting.
• Assist with monthly financial reporting and account reconciliations.
• Review employee timesheets for accuracy and completeness.
• Process timesheet approvals and follow up on missing submissions.
• Maintain payroll-related records and documentation.
• Coordinate with payroll and accounting teams as needed.
• Communicate with candidates via email and phone.
• Schedule interviews and manage candidate calendars.
• Assist with onboarding paperwork and documentation.
• Maintain candidate records and update databases.

Skills

Executive support

Accounts payable

QuickBooks

Calendar management

Email management

Vendor management

Financial reporting

Microsoft Office

Communication

Confidentiality

Tools

QuickBooks

Microsoft Office

Job description

We are seeking a highly organized and detail-oriented Executive Assistant with Accounts Payable experience to support daily business operations. This role will be responsible for executive administrative support, calendar and email management, accounts payable processing, timesheet administration, invoicing, and general office coordination. The ideal candidate is proactive, professional, tech-savvy, and experienced with QuickBooks. The ideal candidate will seamlessly support executive operations while managing accounts payable, invoices, timesheets, candidate communication, and day-to-day administrative functions with professionalism and accuracy.

Key Responsibilities

• Manage and coordinate executive calendars, appointments, and meetings.
• Monitor and organize email inboxes, prioritize communications, and draft responses.
• Schedule calls, interviews, and client meetings.
• Prepare reports, presentations, and business correspondence.
• Maintain organized records, files, and documentation.
• Assist with special projects and operational initiatives.
• Process vendor invoices and ensure timely payments.
• Review, reconcile, and maintain accounts payable records.
• Manage expense reports and receipts.
• Track invoices and follow up with vendors regarding payment inquiries.
• Utilize QuickBooks for invoice entry, accounting records, and reporting.
• Assist with monthly financial reporting and account reconciliations.
• Review employee timesheets for accuracy and completeness.
• Process timesheet approvals and follow up on missing submissions.
• Maintain payroll-related records and documentation.
• Coordinate with payroll and accounting teams as needed.
• Communicate with candidates via email and phone.
• Schedule interviews and manage candidate calendars.
• Assist with onboarding paperwork and documentation.
• Maintain candidate records and update databases.

Experience & Qualifications

• 5+ years of Executive Assistant, Administrative, or Accounts Payable experience.
• Strong knowledge of QuickBooks.
• Experience managing invoices, accounts payable, and financial records.
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word).
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.
• Ability to maintain confidentiality and handle sensitive information.
• Detail-oriented with excellent follow-through.

Preferred Qualifications

• Experience in staffing, recruiting, or professional services environments is a plus.
• QuickBooks proficiency.
• Accounts Payable and invoicing experience.
• Calendar and email management.
• Timesheet and approval processing.
• Strong customer service and communication skills.
• Ability to work independently and prioritize multiple tasks in a fast-paced environment.