AI-Powered Executive Assistant for Finance Ops & Admin

High Profile, Inc.; Southlake (TX); On-site; USD 65,000 - 90,000; Full time

Job summary

High Profile is seeking an experienced Executive Assistant to support the CEO and CFO in Southlake, TX. This role combines executive support, office operations, and technology-driven accounting processes within a small, collaborative team.

The ideal candidate is organized, tech-savvy, and self-motivated, comfortable taking ownership of daily operations and embracing new technology to drive efficiency.

Qualifications

• Proven experience in executive assistance, office management, accounting support, or similar role.
• Basic accounting knowledge and familiarity with financial processes, including billing, collections, and reconciliations.
• Experience with QuickBooks or similar accounting software preferred.
• Strong technical aptitude and willingness to learn and work with AI-powered tools.
• Excellent organizational, multitasking, and problem-solving skills.
• Professional written and verbal communication skills with a service-oriented mindset.
• Ability to work independently, anticipate needs, and manage responsibilities with minimal supervision.
• Strong attention to detail, discretion, and adaptability in a small-team environment.
• Proficiency in Microsoft Office, particularly Excel, Outlook, and Word.

Responsibilities

• Provide executive and administrative support to the CEO and CFO, including calendar management, correspondence, and scheduling.
• Oversee daily office operations, including mail distribution, document management, and general administrative needs.
• Monitor and manage an AI-powered accounting system, ensuring accurate processing of routine financial activities.
• Review billing, collections, partnership records, and financial reports for accuracy and follow-up.
• Coordinate monthly accounting data uploads into QuickBooks.
• Identify system discrepancies, troubleshoot issues, and collaborate with external technology consultants.
• Assist with occasional client inquiries, insurance claims, and electronic funds transfers.
• Maintain organized records and ensure confidential business information is handled appropriately.
• Proactively identify opportunities to improve workflows, efficiency, and overall office operations.

Skills

Executive support

Office management

Accounting support

Billing & collections

Reconciliations

QuickBooks

AI tools

Excel

Outlook

Word

Organizational skills

Communication skills

Independent work

Problem solving

Tools

AI-powered accounting system

QuickBooks

Microsoft Excel

Microsoft Outlook

Microsoft Word

Job description

High Profile is seeking an experienced Executive Assistant to support the CEO and CFO in Southlake, TX. This role combines executive support, office operations, and technology-driven accounting processes within a small, collaborative team.

The ideal candidate is organized, tech-savvy, and self-motivated, comfortable taking ownership of daily operations and embracing new technology to drive efficiency.