Executive Assistant/Accounting Assistant

Shorter College - Main Campus; Little Rock (AR); On-site; USD 42,000 - 62,000; Full time

Job summary

Shorter College - Main Campus in Little Rock, AR seeks an Executive Assistant / Accounting Assistant to support the Chief Financial Officer and perform a range of accounting and office duties.

The role requires strong organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment. Proficiency in MS Office and solid understanding of basic accounting principles are essential.

Qualifications

• Associate degree in Accounting, Business Administration, Finance, or related field.
• Bachelor's degree preferred.
• Minimum of three years of progressively responsible administrative support experience, with at least two years supporting accounting, finance, or business office operations.
• Experience with accounting software or ERP systems preferred.
• Experience in higher education, nonprofit, or public sector accounting is preferred but not required.
• Valid driver's license and ability to travel locally as required to perform assigned job duties.

Responsibilities

• Provide executive administrative support to the CFO, including calendar management, meeting coordination, travel arrangements, and correspondence.
• Prepare reports, presentations, spreadsheets, and other business documents with a high degree of accuracy.
• Assist with accounts payable by reviewing invoices, obtaining approvals, coding expenses, and preparing payments.
• Assist with accounts receivable, deposits, billing, and maintaining customer and vendor records.
• Prepare and deliver bank deposits and perform other routine banking transactions as assigned.
• Coordinate meetings, prepare agendas, record meeting notes, and follow up on assigned action items.
• Maintain confidentiality and safeguard financial, personnel, executive, and other sensitive information.
• Assist with monthly, quarterly, and year-end financial closing activities by preparing schedules and supporting documentation.
• Respond professionally to inquiries from employees, vendors, students, and external partners.
• Process and reconcile credit card statements, expense reports, and routine account reconciliations.

Skills

Excel

Word

Outlook

Communication

Organization

Time management

Confidentiality

Analytical thinking

Team collaboration

Travel locally

Education

Associate degree in Accounting

Bachelor's degree preferred

Tools

ERP systems

Accounting software

Job description

The Executive Assistant / Accounting Assistant provides high-level administrative support to the Chief Financial Officer while performing a variety of accounting and business office functions. This position requires exceptional organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment. The successful candidate will possess a solid understanding of basic accounting principles and be able to speak confidently about accounting processes, internal controls, and financial workflows.

Essential Functions

• Provide executive administrative support to the CFO, including calendar management, meeting coordination, travel arrangements, and correspondence.
• Prepare reports, presentations, spreadsheets, and other business documents with a high degree of accuracy.
• Assist with accounts payable by reviewing invoices, obtaining approvals, coding expenses, and preparing payments.
• Assist with accounts receivable, deposits, billing, and maintaining customer and vendor records.
• Prepare and deliver bank deposits and perform other routine banking transactions as assigned.
• Run local business-related errands, including trips to banks, financial institutions, vendors, government offices, post offices, and other locations as necessary to support College operations.
• Process and reconcile credit card statements, expense reports, and routine account reconciliations.
• Maintain organized financial and administrative records in accordance with institutional policies.
• Assist with monthly, quarterly, and year-end financial closing activities by preparing schedules and supporting documentation.
• Respond professionally to inquiries from employees, vendors, students, and external partners.
• Coordinate meetings, prepare agendas, record meeting notes, and follow up on assigned action items.
• Maintain confidentiality and appropriately safeguard financial, personnel, executive, and other sensitive information.
• Recommend improvements to administrative and accounting processes to increase efficiency and accuracy.
• Perform other duties as assigned.

Position Summary

The Executive Assistant / Accounting Assistant provides high-level administrative support to the Chief Financial Officer while performing a variety of accounting and business office functions. This position requires exceptional organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment. The successful candidate will possess a solid understanding of basic accounting principles and be able to speak confidently about accounting processes, internal controls, and financial workflows.

Required Knowledge, Skills, and Abilities

• Working knowledge of basic accounting principles, including debits and credits, general ledger concepts, accounts payable, accounts receivable, reconciliations, and financial documentation.
• Ability to explain accounting processes and understand how transactions flow through the accounting cycle.
• Strong proficiency in Microsoft Excel, Word, Outlook, and other Microsoft Office applications.
• Excellent written and verbal communication skills.
• Strong organizational, time management, and prioritization skills.
• Ability to exercise sound judgment, maintain confidentiality, and demonstrate professionalism at all times.
• Strong attention to detail with a high level of accuracy.
• Ability to work independently while also collaborating effectively with others.
• Ability and willingness to travel locally to conduct banking transactions and other business-related errands as required.

Minimum Qualifications

• Associate degree in Accounting, Business Administration, Finance, or a related field required. Bachelor's degree preferred.
• Minimum of three (3) years of progressively responsible administrative support experience, with at least two (2) years supporting accounting, finance, or business office operations.
• Experience working with accounting software or ERP systems preferred.
• Experience in higher education, nonprofit, or public sector accounting is preferred but not required.
• Valid driver's license and ability to travel locally as required to perform assigned job duties.

Preferred Candidate Profile

The ideal candidate will be able to discuss and demonstrate experience with:

• Accounts payable and accounts receivable processes
• Bank deposits and account reconciliations
• Expense reimbursement processes
• Internal controls and segregation of duties
• Month-end close support
• Financial recordkeeping and documentation
• Vendor management
• Process improvement and workflow efficiency

Core Competencies

• Integrity and Confidentiality
• Organization and Planning
• Financial Aptitude
• Customer Service
• Communication
• Initiative and Problem Solving

Physical Requirements

• Prolonged periods of sitting and computer use.
• Ability to occasionally lift and carry up to 20 pounds.
• Ability to move throughout campus offices as needed.
• Ability to travel locally by automobile to banks and other business locations as required to perform the essential functions of the position.