Job title: Executive / CFO Assistant

Type of employment: Full Time

Shift Schedule: 6AM-3PM EST

A finance-focused Executive / CFO Assistant role supporting the company with financial reporting, bank reconciliation, AP/AR, AI process automation, social media marketing, product promotion, and executive communications. This role is ideal for someone with strong accounting knowledge, construction or contracting industry experience, excellent communication skills, and the ability to support both financial operations and business growth activities.

About the Company:

The company is a custom furniture and installation company located in Quakertown, Pennsylvania, featuring custom-made office furniture for lawyers and other executives. After new owners purchased the business two years ago, they have focused on a workstation and office suite for a very large law firm in the USA. However, they are now looking to expand their operations and grow their customer base and product offering. They are looking for an individual with a strong financial background who can drive the accounting, budgeting, and inventory so the owners can focus on production and sales.

Objective of this role:

Support the executive/CFO function with a strong focus on accounting, financial reporting, bank reconciliation, AP/AR, budgeting, and financial organization
Maintain accurate accounting records and help leadership monitor the company's financial position
Support budgeting and inventory-related financial tracking to give leadership better visibility into the business
Improve financial and administrative workflows through AI tools, automation, and organized processes
Maintain strong follow-through across assigned responsibilities and help prevent tasks from slowing down or being left unfinished
Track planned content and help make sure content continues to be created and published consistently
Support AI-assisted content development when needed, with guidance and input from leadership
Help develop processes that make the furniture business more successful so the company can continue to grow and develop international partnerships

Responsibilities:

Financial reporting and accounting support

Prepare and organize financial reports for leadership review
Support reporting related to income, expenses, cash flow, accounts payable, accounts receivable, budgeting, and overall business performance
Maintain accurate financial records and make sure information is organized and easy to review
Assist with day-to-day accounting tasks and financial documentation
Help leadership maintain visibility into financial activity and identify items requiring follow-up

Bank reconciliation

Perform daily reconciliation of bank accounts and review transactions for accuracy
Match payments, deposits, expenses, and account activity in QuickBooks
Identify discrepancies, missing entries, or unusual transactions
Coordinate corrections or follow-ups as needed
Maintain consistent reconciliation processes and documentation

Accounts payable and accounts receivable

Manage and support AP/AR workflows, including invoice tracking, vendor payments, customer billing, and payment follow-up
Maintain organized records of invoices, receipts, payments, and outstanding balances
Assist with collections follow-up or payment reminders as directed
Make sure bills and receivables are tracked accurately and on time
Follow up on outstanding financial items until they are resolved

Budgeting and inventory support

Assist leadership with organizing and monitoring budgets and financial information
Help maintain accurate financial information related to inventory
Track financial information needed to support purchasing, production, and business planning
Keep budgeting and inventory-related records organized and up to date

AI process automation

Use AI tools such as ChatGPT and Claude to improve productivity, reporting, documentation, communication, and workflow efficiency
Identify repetitive finance and administrative tasks that can be simplified or automated
Create templates, summaries, reports, or process documents using AI tools
Support leadership in building cleaner and more efficient business processes
Assist with AI-supported content development when needed

Content publishing and follow-through

Track planned company content and make sure publishing activities continue consistently
Follow up with the appropriate individuals when content, photos, project information, or other materials are needed
Help prevent content activities from slowing down or stopping after they have been started
Maintain accountability around content deadlines and publishing schedules
Assist with AI-supported content development when needed, while leadership or a separate marketing resource may handle primary content creation
Focus on coordination, consistency, and follow-through rather than owning the overall social media strategy

Executive and communication support

Assist the executive/CFO team with administrative follow-ups, communications, and task organization
Draft, organize, and send professional communications as needed
Help manage internal updates, reminders, and documentation
Follow up on assigned items and help make sure agreed-upon tasks are completed
Maintain a high level of professionalism, confidentiality, and accountability

CRM and systems support

Use HubSpot to support contact management, customer updates, internal tracking, and coordination
Keep records, notes, and follow-up information accurate and organized
Assist with system updates, data cleanup, and process documentation as needed

Required skills and qualifications:

Strong hands-on accounting experience or accounting knowledge
Experience with financial reporting and bank reconciliation
Experience supporting accounts payable and accounts receivable workflows
Experience using QuickBooks
Ability to work accurately with financial records, transactions, and supporting documentation
Strong attention to detail and ability to identify errors or inconsistencies
Strong organization and follow-through, with the ability to keep recurring responsibilities from falling behind
Strong communication skills, both written and verbal
Experience using AI tools such as ChatGPT and/or Claude
Ability to support process automation, workflow improvement, and organized documentation
Ability to manage multiple finance, administrative, and operational responsibilities
Comfortable handling confidential financial and business information
Industry experience is required

Preferred skills and qualifications

Experience supporting a CFO, executive, business owner, or finance leader
Experience working in contracting, construction, trades, home services, furniture, or a related industry
Experience supporting budgeting or inventory-related financial tracking
Experience using HubSpot for CRM or customer tracking
Experience using AI tools to improve accounting, reporting, administrative, or content-related processes
Experience coordinating recurring tasks, deadlines, or publishing schedules
Prior experience in an Executive Assistant, Finance Assistant, Bookkeeper, Accounting Assistant, or Operations Assistant role

Executive Assistant to Chief Financial Officer