Executive & Personal Assistant to the CEO

Careers Inc.; Puerto Rico; On-site; USD 60,000 - 80,000; Full time

Job summary

Careers Inc. seeks an Executive Administrative & Finance Assistant to support the CEO and CFO with high-level administrative duties and bookkeeping functions.

The role acts as a strategic partner to leadership, managing calendars and coordinating high-level meetings while handling confidential communications. Responsibilities include day-to-day admin tasks, invoicing processes, financial record-keeping, tax filings, office logistics, vendor coordination, and follow-ups on payments.

Qualifications

• Experience supporting executive leadership and handling confidential communications.
• Strong calendar management and meeting coordination skills.
• Familiarity with bookkeeping tasks and invoicing processes.

Responsibilities

• Provide direct support to executive leadership by managing calendars, coordinating meetings, preparing documents, and handling internal and external communications.
• Carry out day-to-day administrative tasks, including correspondence, document filing (physical and digital), office logistics, and vendor coordination.
• Oversee the full invoicing process: creating, issuing, sending, and following up on client invoices.
• Record and maintain up-to-date financial transactions, including income, expenses, accounts payable, and receivable.
• Prepare and track IVU (Sales and Use Tax) filings, ensuring compliance with local tax regulations.
• Monitor office supply inventory, coordinate small purchases, and manage general service providers.
• Follow up on outstanding payments from clients and vendors.

Job description

Our client, a dynamic firm specializing in investment advisory, is seeking an Executive Administrative & Finance Assistant to provide high-level support to the CEO and CFO. This role serves as a strategic partner to executive leadership, managing complex calendars, coordinating high-level meetings, handling confidential communications, and assisting with core administrative and bookkeeping functions.

Responsibilities

• Provide direct support to executive leadership by managing calendars, coordinating meetings, preparing documents, and handling internal and external communications.
• Carry out day-to-day administrative tasks, including correspondence, document filing (physical and digital), office logistics, and vendor coordination.
• Oversee the full invoicing process: creating, issuing, sending, and following up on client invoices.
• Record and maintain up-to-date financial transactions, including income, expenses, accounts payable, and receivable.
• Prepare and track IVU (Sales and Use Tax) filings, ensuring compliance with local tax regulations.
• Monitor office supply inventory, coordinate small purchases, and manage general service providers.
• Follow up on outstanding payments from clients and vendors.