Executive Assistant

At NexusPoint, our Executive Assistants are high-performing professionals who support business leaders with precision, organization, and strategic insight. This specialized role combines traditional executive support with hands-on experience in accounts receivable, commission tracking, payroll processes, and financial administration. The ideal candidate is proactive, detail-oriented, and comfortable managing QuickBooks and Justworks or a similar payroll system to ensure smooth financial operations while providing executive-level support to leadership.

THE ROLE

This role blends executive assistance and financial operations. You will support leadership with administrative tasks, calendar and communication management, and strategic projects, while also independently managing accounts receivable, collections, vendor forms, commissions, payroll support, and basic bookkeeping.

Your work will ensure accuracy, efficiency, and timely reporting across financial and operational functions, with a strong emphasis on ownership, follow-through, and minimal oversight.

KEY RESPONSIBILITIES

1. Executive Assistance & Administrative Support

- Manage leadership calendars, meetings, and Gmail inboxes, including email triage and follow-ups.

- Prepare reports, presentations, and summaries for internal and external stakeholders.

- Coordinate projects and follow up with teams to ensure deadlines are met.

- Assist leadership in day-to-day operational decision-making and strategic initiatives.

- Complete vendor forms and onboarding documents using accurate company information

2. Accounts Receivable & Commission Management

- Generate invoices, monitor payments, and follow up with clients to ensure timely collections.

- Become fully comfortable managing AR and collections.

- Reconcile AR accounts and resolve discrepancies.

- Maintain accurate records of invoices, payments, adjustments, and client communications using QuickBooks, Stripe, and Airtable.

3. Commission Tracking & Payroll Support

- Track and report employee or partner commissions accurately.

- Maintain detailed records of commission agreements and adjustments.

- Assist with payroll entry and processing in Justworks or a similar payroll system.

- Verify employee hours, benefits, and commission data for accuracy.

- Coordinate with leadership and HR on payroll questions or corrections.

- Ensure payroll deadlines are met and payroll records are properly documented.

4. Financial Administration & Systems Management

- Maintain organized and accurate financial documentation, including expense reports, reconciliations, and journal entries.

- Prepare financial summaries and reports for leadership.

- Utilize and maintain Airtable for financial tracking, AR status, and operational reporting.

- Process payments and reconcile transactions through Stripe.

- Identify inefficiencies and propose process improvements.

- Support additional bookkeeping or finance-related tasks as needed.

QUALIFICATIONS

- 3–5 years of experience in executive support with hands-on finance responsibilities, including AR, collections, payroll, or bookkeeping.

- Proficiency in Gmail, Airtable, QuickBooks, and Stripe (or ability to become fully trained quickly).

- Experience managing accounts receivable and client collections.

- Familiarity with Justworks or a similar payroll system.

- Strong attention to detail and accuracy in financial recordkeeping.

- Ability to handle confidential information with discretion.

- Self-motivated, organized, and able to manage multiple priorities independently.

- Experience in fast-paced, technology-driven businesses preferred.

PERSONAL ATTRIBUTES:

- Highly organized, proactive, and detail-oriented; thrives in fast-paced environments.

- Comfortable taking ownership without being micromanaged.

- Strong analytical and problem-solving skills.

- Excellent communication and interpersonal skills; able to interact professionally with leadership, team members, and external partners.

- Discreet and trustworthy; maintains confidentiality with sensitive financial and business information.

- Self-motivated and able to work independently with minimal supervision.

- Adaptable and flexible; comfortable managing multiple priorities and shifting responsibilities.

- Tech-savvy with a willingness to learn new systems and tools.

BONUS POINTS FOR (NICE TO HAVE)

- Advanced Excel or financial reporting skills beyond basic QuickBooks functionality.

- Previous experience supporting leadership in a high-growth or fast-paced environment.

- Exposure to integrations between accounting, payment, and payroll platforms.

- Experience improving or documenting AR and collections workflows.

2-3 SMART GOALS to be achieved in the first 60 DAYS:

- Independently manage the full accounts receivable and collections process, including invoicing, follow-ups, and reconciliation, with minimal oversight.

- Demonstrate full proficiency in Gmail, Airtable, QuickBooks, and Stripe, accurately maintaining financial records and tracking payment activity.

- Accurately complete vendor forms and financial documentation using company information with zero critical errors.