The Finance Executive Assistant provides operational, financial, and executive support to the Controller of a U.S.
- based construction company. This role is designed as a long-term growth position: as the Controller transitions into a CFO role, this position will evolve into Executive Assistant to the CFO. This is not a general virtual assistant role. It is a structured finance operations support position requiring prior hands-on experience with month-end vendor reconciliations, expense documentation, and financial workflow discipline
The role blends financial administration, vendor reconciliation, Motion workflow management, documentation control, reporting support, executive scheduling, and process improvement.
Requirements
Growth Path
Phase 1 - Finance Executive Assistant (Controller Support)
- Expense reconciliation
- Month-end vendor reconciliations
- Finance workflow management in Motion
- Close coordination
- SOP documentation
- Reporting support
- Vendor research
- Executive scheduling
Phase 2 - Executive Assistant to the CFO
- Board and leadership meeting preparation
- Strategic reporting support
- Cash flow calendar coordination
- Banking and compliance documentation tracking
- Cross-department executive calendar oversight
- Planning session and offsite coordination
Core Responsibilities
- Expense & Vendor Reconciliation (Core Financial
Responsibility)
Reconcile credit card transactions (Ramp or similar)Collect and attach receipts; follow up on missing documentationPerform monthly vendor statement reconciliations- Match vendor statements to ERP balances
- Identify discrepancies (duplicate invoices, missing credits, unapplied payments)
- Investigate and resolve variances prior to close
- Maintain reconciliation documentation folder
- Ensure vendor accounts are clean prior to payment release
- Escalate discrepancies impacting financial reporting
Control Boundaries:
No authority to approve paymentsNo authority to release fundsNo independent vendor creation authorityResponsible for reconciliation integrity, not transaction authorization Month-End Close CoordinationMaintain structured Month-End Close checklist in MotionTrack completion of:Vendor reconciliationsExpense reconciliationRequired supporting documentationConfirm documentation is uploaded before tasks are marked completeMaintain CPA/audit request trackerProvide pre-close status report to ControllerEscalate delays that may impact reporting deadlines Finance Workflow & Motion AdministrationMaintain Finance workspace within MotionBuild recurring templates for:Vendor reconciliationsExpense reconciliationAR/AP reviewsReporting deadlinesMonitor overdue tasks and escalate as neededEnsure team maintains accurate task statusesGenerate weekly execution summary for ControllerContinuously improve workflow structure Executive Support (Controller Future CFO)Manage inbox organizationDraft professional correspondenceMaintain proactive calendar schedulingCoordinate meetings across departmentsPrepare agendas and track action itemsAssist with presentation formatting for leadership meetingsCoordinate travel (U.S. and international as needed) Reporting & Research SupportGenerate recurring financial reports:AR agingVendor totalsExpense summariesCompile documentation for:CPA requestsInsurance auditsBanking inquiriesConduct vendor pricing researchSummarize findings clearly for leadership review SOP & Process DocumentationDraft and maintain finance SOPsDocument reconciliation processes clearlyMaintain version controlIdentify inefficiencies in reconciliation or workflowSupport system change documentation (ERP, expense platform) Confidentiality & Data SecurityMaintain strict confidentiality of:- Banking information
- Vendor tax IDs
- Payroll data
- Executive compensation
- Follow secure documentation storage practices
- Exercise discretion in all communications
Technology Stack
- ERP: Spectrum (or equivalent construction ERP)
- Expense platform: Ramp
- Project management: Motion
- Reporting: Excel / Google Sheets
- Documentation: Google Drive
- Communication: Outlook / Teams / Slack
Performance Standards (KPIs)
- 100% vendor reconciliations completed monthly before close
- All vendor statement discrepancies identified and documented
- 100% expense reconciliation completed by deadline
- Zero missing receipts at month-end
- Clean vendor ledger prior to payment release
- Motion finance board updated weekly
- Report requests delivered within 24-48 hours
- Executive calendar maintained proactively
Required Qualifications (Must Have)
- 3+ years supporting U.S.-based finance or accounting teams
- Demonstrated experience performing month-end vendor statement reconciliations
- Experience reconciling credit card transactions and expense documentation
- Strong understanding of basic accounting principles (AP, AR, reconciliations)
- Advanced Excel or Google Sheets proficiency
- Strong written and verbal English communication
- Experience working in structured task management software
- Ability to overlap 4-5 hours with U.S. CST or EST
- Stable high-speed internet and secure remote work setup
Preferred Qualifications
- Experience in construction or project-based accounting
- Familiarity with Spectrum or similar ERP
- Experience supporting executives in a finance capacity
- Experience assisting with audit documentation preparation
Core Competencies
- Extreme attention to detail
- Strong reconciliation discipline
- Analytical mindset
- High follow-through
- Professional written communication
- Calm under deadline pressure
- Systems-oriented thinking
- Assertive follow-up ability
Work Expectations
- Remote Philippines-based role
- Required U.S. time zone overlap
- Flexibility during month-end
- Long-term growth commitment toward CFO-level executive support
