Proactive Executive Assistant — Operations & Accounting Support

Piper Management; Claremore (OK); On-site; USD 21,000 - 28,000; Full time

Job summary

Piper Management in Claremore, Oklahoma is seeking a Full-Time Executive Assistant to work directly with ownership and support day-to-day administrative and operational needs. This role requires exceptional organization, initiative, and reliability, with a focus on maintaining confidential information and efficient financial workflows.

The position entails handling accounts payable, invoicing, basic QuickBooks support, and coordinating with vendors and stakeholders.

Qualifications

• Extremely organized and detail-oriented.
• Dependable and trustworthy with sensitive information.
• Comfortable working with numbers and financial documents.
• Able to work independently with minimal direction.
• Proactive and takes initiative to keep operations moving.
• Proficient with computers, email, Excel and Google Sheets.
• Experience with QuickBooks, bookkeeping or accounts payable a plus.
• Strong communicator and able to prioritize multiple tasks and deadlines.
• Must have a valid driver’s license and reliable transportation.

Responsibilities

• Assist ownership with daily administrative and operational tasks.
• Manage accounts payable and track company bills.
• Enter, organize, and process invoices.
• Make bank deposits and handle occasional bank runs.
• Handle post office runs, mail and packages.
• Organize receipts, statements, contracts, and financial documents.
• Assist with vendor payments and vendor communication.
• Provide basic QuickBooks and accounting support.
• Maintain company files and records.
• Prepare spreadsheets, reports, and other documents.
• Track deadlines, follow-ups and outstanding items.
• Coordinate with employees, vendors, property owners, and partners.
• Run occasional local business errands.
• Take on additional responsibilities as the company grows.

Skills

Detail-oriented

Independent worker

Proactive

Finance numbers

Confidential information

Communication

Multitasking

Driver’s license

Excel

Google Sheets

QuickBooks

Accounts payable

Tools

Excel

Google Sheets

QuickBooks

Job description

Piper Management in Claremore, Oklahoma is seeking a Full-Time Executive Assistant to work directly with ownership and support day-to-day administrative and operational needs. This role requires exceptional organization, initiative, and reliability, with a focus on maintaining confidential information and efficient financial workflows.

The position entails handling accounts payable, invoicing, basic QuickBooks support, and coordinating with vendors and stakeholders.