Executive Assistant

Job Summary

The Executive Assistant provides comprehensive administrative and executive support to the President/CEO while handling Accounts Payable and related accounting administrative functions. The position manages executive schedules, prepares reports, coordinates meetings, monitors financial documents, and ensures the timely and accurate processing of supplier invoices and company payables. The Executive Assistant coordinates closely with the Accounting Department and concerned departments to verify supporting documents, monitor payment schedules, and resolve discrepancies. The position handles confidential information with professionalism and ensures smooth coordination between Management, Accounting, and other departments.

Duties and Responsibilities

A. Executive Support

• Manage the President/CEO’s daily calendar, appointments, meetings, and travel arrangements.
• Screen calls, emails, and visitors, prioritizing matters requiring executive attention.
• Prepare meeting agendas, presentations, reports, and minutes of meetings.
• Monitor and follow up on action items from management meetings.
• Draft and prepare business letters, memoranda, contracts, and official correspondence.
• Coordinate with department heads regarding executive directives and company updates.
• Maintain confidential executive files and company records.
• Organize company events, executive meetings, and official business engagements.

B. Accounts Payable

• Monitor and maintain the company’s Accounts Payable (AP) records and outstanding supplier balances.
• Receive, organize, and verify supplier invoices and billing statements before processing.
• Check invoices against Purchase Orders (PO), Receiving Reports (RR), Delivery Receipts (DR), and other supporting documents to ensure completeness and accuracy.
• Monitor supplier payment due dates and maintain an updated Accounts Payable Aging / Payment Schedule.
• Prepare and organize Payment Requests, Check Vouchers, and other documents required for supplier payments.
• Coordinate with Purchasing, Warehouse, Accounting, and concerned departments regarding incomplete documents, discrepancies, or pending approvals.
• Follow up on pending invoices and payment requests to ensure timely processing.
• Coordinate with suppliers regarding billing concerns, invoice discrepancies, and payment status.
• Maintain complete and organized records of invoices, vouchers, payment documents, and other AP-related files.
• Assist in reconciling supplier statements and identifying outstanding or disputed balances.
• Ensure that all Accounts Payable transactions are properly documented and submitted for the appropriate approval.
• Maintain confidentiality of supplier, payment, and company financial information.

C. Financial and Accounting Support

• Assist in monitoring Accounts Receivable (AR) and other accounting-related schedules when required.
• Prepare and organize billing statements, official receipts, and other financial documents.
• Assist in preparing payment requests, check vouchers, and reimbursement documents.
• Coordinate with banks regarding fund transfers, and other authorized banking transactions.
• Prepare and maintain financial summaries and expense reports for management review.
• Assist in monitoring company cash flow reports and budget utilization.
• Maintain and update accounting and financial records as assigned.

D. Financial Monitoring

• Monitor executive office and company-related expenses.
• Assist in petty cash monitoring and replenishment.
• Review reimbursement requests and verify supporting documents.
• Monitor billing schedules, payment deadlines, and other financial due dates.
• Prepare summary reports of expenses and payables for management review.

E. Administrative Functions

• Maintain an organized filing system for executive, administrative, and financial documents.
• Ensure the confidentiality and proper handling of executive and financial records.
• Prepare reports and documents requested by the President/CEO.
• Monitor office supplies and executive office requirements.
• Coordinate with suppliers, clients, banks, and government offices as required.
• Conduct research and prepare documents to support management decision-making.

F. Coordination and Follow-Up

• Coordinate with Accounting, Sales, Purchasing, Warehouse, HR, and other departments.
• Follow up on pending documents, reports, approvals, and requests from department heads.
• Ensure timely submission of documents and reports required by Management.
• Monitor deadlines for executive assignments, projects, and financial transactions.
• Provide updates to the President/CEO regarding pending approvals, payables, and other matters requiring executive attention.

G. Other Duties

• Perform other duties and responsibilities assigned by the President/CEO.
• Provide administrative and accounting support during audits, meetings, and special projects.
• Perform other related tasks necessary to support the efficient operations of the Executive Office and Accounting functions.