Finance and Executive Assistant

Job Summary

We are looking for a Finance and Executive Assistant who will provide financial, executive, administrative, and procurement support to ensure smooth day-to-day business operations.

The role requires strong attention to detail, organization, confidentiality, and the ability to manage multiple priorities while working closely with management and internal teams.

Key Responsibilities

Finance & Financial Operations

• Process and coordinate disbursements, including payroll, taxes, reimbursements, cash advances, and other payments.
• Prepare and monitor weekly and monthly disbursement schedules.
• Monitor bank transactions, fund transfers, check clearances, and PDC.
• Assist with bank-to-book reconciliation and resolution of reconciling items.
• Prepare financial and disbursement reports for management.
• Support billing, collections, cash advances, and cash flow monitoring.
• Monitor company credit card transactions and expenses.
• Maintain financial documents, check vouchers, and corporate records.
• Monitor subscription payments and renewals.
• Maintain and update client bank details.
• Send proof of payment to suppliers, partners, and employees.

Executive & Administrative Support

• Provide administrative and executive support to the CEO, including confidential matters, correspondence, reminders, and special assignments.
• Coordinate business travel, including flights, accommodations, transportation, and related requirements.
• Process visa applications and other out-of-country-related documents.
• Facilitate the processing of HMO LOA requests.
• Monitor insurance and other administrative requirements.
• Coordinate client appreciation activities and special events.
• Assist with government permits, registrations, and renewals.
• Manage company IT and office assets, including inventory, issuance, retrieval, repairs, and warranty claims.

Purchasing & Procurement

• Manage procurement activities, including RFQs, supplier sourcing, price evaluation, and PO processing.
• Procure office supplies, IT equipment, company assets, and other business requirements.
• Coordinate with suppliers and service providers to ensure timely delivery.
• Maintain procurement records, quotations, contracts, and related documents.
• Support procurement and logistics requirements for company events and administrative activities.

Qualifications

• Bachelor's degree in Finance, Accounting, Business Administration, Management, or a related field.
• At least 2–4 years of relevant experience in finance, accounting support, executive assistance, administration, procurement, or a related role.
• Experience in financial transactions, disbursements, bank reconciliation, or administrative support is an advantage.
• Proficient in Microsoft Office, particularly Excel.
• Strong attention to detail and organizational skills.
• Excellent communication and coordination skills.
• Able to handle confidential information with professionalism and discretion.
• Ability to manage multiple tasks, prioritize deadlines, and work independently.
• Proactive, dependable, and detail-oriented.

What We’re Looking For

• Strong financial and administrative skills
• Excellent attention to detail
• Strong organization and follow-through
• Good communication and coordination skills
• High level of integrity and confidentiality
• Ability to work in a fast-paced and multi-functional environment