LOOKING FOR STELLAR TOP CANDIDATES
Position: Executive Assistant & Personal Finance Manager
Working Hours: Full-Time (Remote)│Mon - Fri 9:00 am - 5:00 pm EST
Search Location: Philippines and South Africa (Primary) but open Globally
Salary: up to 2000 USD per month
: The Final Salary Offer depends on the client's decision, interview results, and experience
About The Client
Our client offers a premier collection of luxury beachfront and coastal condominium rentals along Florida's Gulf Coast. The company is focused on delivering high-quality vacation rental experiences while maintaining strong operational and financial organization behind the scenes.
They are looking for a highly organized and detail-oriented Executive Assistant to provide dedicated personal and executive-level administrative support, helping manage important financial, household, scheduling, and recurring administrative responsibilities.
About The Role
We are looking for a highly organized, detail-oriented, and proactive Executive Assistant & Personal Finance Manager to manage personal and household financial administration while providing executive and business support as capacity allows.
This is not an accounting, investment, or financial advisory role. The focus is on organizing, tracking, maintaining, and reporting financial information, managing recurring obligations, and ensuring important deadlines and follow-ups are handled proactively.
A major part of the role will involve managing household finances through Monarch Money, so prior experience with Monarch is highly preferred.
The ideal candidate is comfortable working with confidential financial information, managing multiple accounts and properties, building repeatable systems, identifying discrepancies or trends, and presenting information in a concise, actionable way.
As the financial systems become established, the role will also support personal administrative needs and selected projects for the company
Role Responsibilities
The ideal candidate will take ownership of recurring responsibilities rather than wait for instructions. Over time, they should understand the financial and administrative systems well enough to identify issues, research solutions, and present concise recommendations before action is required.
Personal & Household Finance Management
- Set up, organize, and maintain Monarch Money, including transaction categorization, automation rules, and account organization.
- Track household spending across major categories and identify unusual expenses, trends, or transactions requiring clarification.
- Track expenses related to specific trips, events, or projects.
- Maintain an organized view of personal assets and liabilities, including bank accounts, credit cards, investments, retirement accounts, real estate, mortgages, vehicles, LLC interests, and loans.
- Monitor subscriptions, memberships, and recurring expenses and identify opportunities to reduce unnecessary spending.
- Maintain accurate and organized financial records across multiple accounts, properties, and entities.
Financial Reporting & Tracking
- Prepare a simple weekly financial dashboard highlighting:
- Transactions requiring clarification or input
- Upcoming financial deadlines and renewals
- Unusual or significant spending
- Potential savings opportunities
- Items requiring a decision or approval
- Prepare a concise monthly Personal CFO Report covering:
- Net worth and month-over-month changes
- Household cash flow and spending by category
- Spending trends and significant expenses
- Recurring expense and subscription reviews
- Short-term rental property performance
- Upcoming large expenditures, renewals, and deadlines
- Opportunities to improve financial organization or reduce costs
Real Estate & Tax Administration
- Maintain financial records and prepare monthly P&Ls for personally owned short-term rental properties.
- Ensure expenses are properly assigned to the correct property and supporting records remain organized.
- Gather and organize tax documents throughout the year.
- Coordinate with the CPA regarding tax filings, documentation, and quarterly estimated tax requirements.
Insurance, Renewals & Financial Deadlines
- Maintain records of insurance policies, premiums, coverage, agents, and renewal dates.
- Review policies approximately 60-90 days before renewal, obtain competitive quotes when appropriate, and compare pricing and coverage.
- Communicate with insurance agents and present recommended options for review.
- Identify opportunities to consolidate policies or reduce costs.
- Maintain a calendar of insurance renewals, property taxes, memberships, subscriptions, and other recurring financial obligations.
Executive & Personal Administrative Support
- Maintain important personal dates, reminders, records, and recurring obligations.
- Coordinate gifts, flowers, purchases, and other occasional personal requests.
- Conduct research and manage administrative follow-ups as needed.
- Organize information and present options clearly to support quick decision-making.
Business Administrative Support
- When capacity allows, support the company with projects such as:
- Preparing recurring reports, summaries, and management information.
- Updating spreadsheets, trackers, and property or owner records.
- Monitoring Asana tasks, deadlines, and overdue administrative items.
- Maintaining permit, license, insurance, compliance, and property-level information.
- Gathering and organizing information for accounting, tax, insurance, and compliance projects.
- Assisting with owner performance reports and recurring administrative processes.
- Cleaning and organizing data across systems.
- Following up with team members to ensure deadlines and assigned tasks are completed.
- Supporting Mandy and other leadership team members with administrative projects as needed.
Requirements
- Experience in executive assistance, financial administration, bookkeeping support, personal finance coordination, or a similar role.
- Strong financial and bookkeeping aptitude.
- Advanced proficiency in Excel and Google Sheets.
- Comfortable using AI tools such as ChatGPT to improve productivity and streamline workflows.
- Strong research and problem-solving skills.
- High level of discretion when handling confidential personal, business, and financial information.
- Strong attention to detail and commitment to accuracy.
- Ability to manage multiple accounts, properties, entities, and financial categories.
- Experience creating financial reports, dashboards, trackers, or summaries.
- Ability to identify discrepancies, unusual transactions, and missing information.
- Excellent organizational, prioritization, and follow-through skills.
- Ability to establish and maintain repeatable systems and processes.
- Proactive and comfortable working independently with minimal supervision.
- Excellent written and spoken English.
- Ability to communicate complex information concisely and clearly highlight items requiring attention or decisions.
Preferred Qualifications
- Hands-on experience with Monarch Money.
- Experience supporting an entrepreneur, executive, business owner, or high-net-worth household.
- Experience with personal or household financial reporting.
- Experience managing financial records or P&Ls for short-term rental or real estate properties.
- Familiarity with vacation rental, hospitality, or property management businesses.
- Experience coordinating with CPAs, bookkeepers, insurance agents, or other financial professionals.
- Experience managing insurance renewals and comparing coverage or quotes.
- Familiarity with Asana or similar task-management platforms.
- Experience organizing tax, accounting, insurance, compliance, or property-related documentation.
- Demonstrated ability to proactively identify cost savings, financial discrepancies, and process improvements.
Ideal Candidate Profile
- Hyper-organized and naturally enjoys creating order from scattered information and responsibilities.
- Detail-oriented enough to catch small errors and upcoming deadlines before they become problems.
- Someone who genuinely enjoys administrative work rather than viewing it as a stepping stone to another function.
- Highly trustworthy and discreet when working with financial and personal information.
- Proactive enough to anticipate upcoming renewals, payments, deadlines, and administrative needs.
- Technology-forward and comfortable using AI to improve productivity.
- Strong follow-through and does not need repeated reminders to complete assignments.
- Resourceful researcher who can independently gather information and present organized options.
- Comfortable balancing recurring responsibilities with unexpected requests.
- Reliable, responsive, and capable of operating independently.
NOTE: We prioritize the processing of one application at a time. If you have applied for multiple job openings within our organization, we kindly request that you direct any update inquiries to the team responsible for handling your initial application.
Please Note
→ We are looking for candidates based in the Philippines (Primary), and South Africa (Secondary)
→ Please note that we process only one active application at a time—if you've applied for multiple roles, kindly direct any updates to the team handling your first application.
→ To start processing, submit your resume in English.
→ The final offer will be at the client's discretion and will depend on your interview performance, skills, and experience.
