Executive Assistant

About Us

We run multiple growing businesses out of one Tampa office, and we need a sharp, organized Executive Assistant to keep the back office moving. You will support the executive officers, handling the accounting, HR, and administrative work that keeps all companies running on time.

About the Role

This role is the operational right hand to our leadership team. You will own data entry and day-to-day support across accounting, HR, compliance, and administration for all companies, so leadership can focus on growth.

Success after 12 months looks like this: our books are entered accurately and on schedule, employee files are complete and audit-ready, deadlines are tracked before they become urgent, and leadership spends far less time on routine paperwork.

This job is fast-paced. Priorities shift during the day, requests come from more than one person, and you will switch between companies often. If you enjoy keeping many plates spinning and take pride in getting details right, you will do well here.

What You'll Do

• Enter bills, invoices, receipts, and payments in Quickbooks accurately and on schedule for multiple different companies.
• Support accounts payable and receivable: code expenses, match invoices to approvals, and track what is due and what is owed.
• Reconcile bank and credit card transactions and flag discrepancies.
• Prepar reports and supporting documents for month-end close, the outside bookkeeper, and audits.
• Track student payments, financing, and receivables for the truck driving schools.
• Prepare new hire paperwork, onboarding packets, and 1099 contractor files.
• Maintain complete, confidential employee and contractor records.
• Enter payroll information, PTO, and employee changes in our payroll and PEO systems.
• Track license renewals, certifcations, and other HR compliance deadlines.
• Manage calendars, schedule meetings, and keep leadership on track with deadlines.
• Organize shared files and records so documents are easy to find.
• Prepare correspondence, forms, and regulatory filings for review.
• Handle vendor follow-ups, supply orders, and general office requests.
• Take on special projects as the businesses grow.
• Other duties as assigned.

What We're Looking For

• 2+ years of hands-on accounting or bookkeeping experience, such as accounts payable, accounts receivable, or full-charge bookkeeping.
• Working experience with QuickBooks Online or similar accounting software.
• 3+ years in an administrative, executive assistant, or office support role
• Experience supporting more than one manager or department at the same time
• Proficiency in Microsoft Office or Google Workspace, especially Excel or Google Sheets
• Fast, accurate data entry with strong attention to detail
• Proven ability to handle confidential financial and employee information with discretion
• Ability to work on-site in Tampa, FL, full-time

Preferred

• Associate's or bachelor's degree in accounting, business administration, or a related field
• HR experience, including onboarding, employee files, or payroll entry
• Experience with Paychex or another PEO or payroll platform
• Background in a multi-entity business, a school, or a healthcare practice
• Experience with month-end close or audit preparation

How you work

• You juggle competing priorities without letting deadlines slip
• You manage your own time and know what to tackle first
• You ask clear questions, communicate proactively, and close the loop on tasks

Job Type: Full-time

Pay: From $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Experience:

• Microsoft Excel: 3 years (Required)

Ability to Commute:

• Tampa, FL 33605 (Required)

Work Location: In person