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
