Accounting Operations and Executive Support Professional

Optomec, Inc; San Francisco (CA); On-site; USD 95,000 - 110,000; Full time

Job summary

Optomec, Inc in California is seeking an Accounting Operations & Executive Support Professional to help the CEO with day-to-day financial and operational tasks. The role requires solid accounting background, experience with financial reporting, and coordination with outsourced accounting teams.

You will assist with tender proposals, board materials, budgeting, forecasting, month-end closings, and drive process improvements to enhance reporting accuracy and efficiency.

Qualifications

• Bachelor's degree in accounting, finance, business administration, or related field.
• Minimum 3–5 years of accounting, finance, or business operations experience.
• Strong understanding of financial reporting and accounting principles.
• Experience with outsourced accounting or bookkeeping providers preferred.
• Ability to support executive-level operations and strategic initiatives.

Responsibilities

• Assist the CEO with day-to-day operational, financial, and administrative activities.
• Support the preparation and coordination of tender and proposal responses.
• Review, analyze, and assist with financial reporting and accounting documentation.
• Coordinate with outsourced accounting providers to ensure timely and accurate financial processes, including QuickBooks management and reconciliation activities.
• Assist in the preparation of board meeting materials, presentations, and board packages.
• Monitor accounting workflows and recommend process improvements where necessary.
• Maintain financial records, inventory tracking processes, and ensure compliance with company policies and procedures.
• Assist with budgeting, forecasting, and financial analysis activities.
• Support month-end and year-end close activities in coordination with external accounting partners.
• Prepare reports, spreadsheets, and operational summaries for executive management and board.
• Maintain confidentiality of financial and business information.
• Provide general operational and administrative support as required.

Skills

Analytical skills

Organizational skills

Communication skills

Education

Bachelor's degree in Accounting, Finance, Business Administration

Tools

Microsoft Office

QuickBooks

Job description

Position Summary

We are seeking a highly organized and detail-oriented Accounting Operations & Executive Support Professional to support the CEO with day-to-day operational and financial activities. This role requires a strong accounting background, experience with financial reporting, and the ability to coordinate with outsourced accounting teams. The ideal candidate will also support tender and proposal response activities, assist with board package preparation, shareholder meeting activity and identify process improvements to enhance operational efficiency and reporting accuracy.

Key Responsibilities

• Assist the CEO with day-to-day operational, financial, and administrative activities.
• Support the preparation and coordination of tender and proposal responses.
• Review, analyze, and assist with financial reporting and accounting documentation.
• Coordinate with outsourced accounting providers to ensure timely and accurate financial processes, including QuickBooks management and reconciliation activities.
• Assist in the preparation of board meeting materials, presentations, and board packages.
• Monitor accounting workflows and recommend process improvements where necessary.
• Maintain financial records, inventory tracking processes, and ensure compliance with company policies and procedures.
• Assist with budgeting, forecasting, and financial analysis activities.
• Support month-end and year-end close activities in coordination with external accounting partners.
• Prepare reports, spreadsheets, and operational summaries for executive management and board.
• Maintain confidentiality of financial and business information.
• Provide general operational and administrative support as required.

Requirements

Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, or related field preferred.
• Minimum 3-5 years of accounting, finance, or business operations experience.
• Strong understanding of financial reporting and accounting principles.
• Experience working with outsourced accounting or bookkeeping providers preferred.
• Ability to support executive-level operations and strategic initiatives.
• Strong analytical, organizational, and communication skills.
• Proficiency in Microsoft Office Suite, especially Excel, Word, and PowerPoint.
• Experience preparing executive or board-level reporting materials is a plus.
• Ability to manage multiple priorities in a fast-paced environment.

Preferred Skills

• Financial reporting and analysis
• Process improvement and operational efficiency
• Executive support and project coordination
• Tender and proposal response support
• Board package preparation
• Vendor and outsourced accounting coordination
• Strong attention to detail and problem-solving capabilities

Work Environment

This position is based in California and may require occasional in-person meetings with leadership, external accounting partners, and other stakeholders.

Equal Opportunity Statement

The company is an equal opportunity employer and is committed to creating an inclusive workplace environment for all employees.

Additional Preferred Experience

• Experience using QuickBooks accounting software.
• Familiarity with inventory management operations and inventory controls.
• Ability to support inventory reporting, tracking, and reconciliation activities.

Salary range is 95,000.00 to 110,000.00 annually.