Executive Assistant AI & Accounting Experience

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 partnering with our client, a boutique investment management firm in Southlake, TX, to identify an experienced and proactive Executive Assistant with AI and Accounting experience. This unique opportunity combines executive support, office operations, and technology-driven accounting processes within a small, collaborative team. The ideal candidate is organized, tech-savvy, self-motivated, and comfortable taking ownership of daily operations. This role is perfect for someone who enjoys variety, embraces new technology, and thrives in a flexible, results-driven environment.

Key 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.

Qualifications

• Proven experience in executive assistance, office management, accounting support, or a similar administrative 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.