Executive Personal Assistant & Finance Coordinator

D2B; United States; Remote; USD 45,000 - 75,000; Full time

Job summary

D2B is seeking a highly organized Personal Assistant to deliver comprehensive administrative support, including diary and email management, billing, invoicing, and basic financial administration.

The successful candidate will handle day-to-day administrative tasks, coordinate schedules, prepare invoices, maintain financial records, and support efficient business operations while maintaining confidentiality and professionalism.

Qualifications

• Previous experience as a Personal Assistant or administrative role.
• Experience in billing, invoicing and basic financial administration.
• Experience managing calendars, appointments, and email correspondence.
• Understanding of accounts payable/receivable processes.
• Proficiency with MS Office and financial record-keeping tools.
• Strong written and verbal communication, confidentiality and professionalism.

Responsibilities

• Diary and Email Management: manage calendars, meetings, schedules; prepare agendas; draft or respond to routine communications; follow up on outstanding items.
• Billing and Invoicing: prepare and issue invoices; verify details; maintain invoice trackers; assist with payment follow-ups; liaise on billing queries.
• Basic Financial Administration: maintain financial records; track expenses; assist with AP/AR; reconcile invoices; prepare routine financial summaries.
• General Administrative Support: provide day-to-day admin assistance; format and maintain documents; manage filing systems; coordinate communications; data entry and deadlines.

Skills

Time management

Communication

Attention to detail

Discretion

MS Office proficiency

Administrative support

Calendar management

Education

Business administration degree

Tools

Xero

QuickBooks

Sage

Excel

Outlook

Job description

D2B is seeking a highly organized Personal Assistant to deliver comprehensive administrative support, including diary and email management, billing, invoicing, and basic financial administration.

The successful candidate will handle day-to-day administrative tasks, coordinate schedules, prepare invoices, maintain financial records, and support efficient business operations while maintaining confidentiality and professionalism.