Finance Executive Assistant (Growth Track to CFO Executive Assistant) at Virtual Assist

Manila, Metro Manila, Philippines -

Full Time

Start Date

Immediate

Expiry Date

23 May, 26

Salary

0.0

Posted On

23 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Vendor Reconciliation, Expense Reconciliation, Financial Workflow Management, SOP Documentation, Executive Scheduling, Process Improvement, Cash Flow Calendar Coordination, ERP, Ramp, Motion, Excel, Google Sheets, Attention To Detail, Analytical Mindset, Professional Communication, Task Management Software

Industry

Outsourcing and Offshoring Consulting

Description

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. 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 1. Expense & Vendor Reconciliation (Core Financial Responsibility) Reconcile credit card transactions (Ramp or similar) Collect and attach receipts; follow up on missing documentation Perform 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 payments No authority to release funds No independent vendor creation authority Responsible for reconciliation integrity, not transaction authorization 2. Month-End Close Coordination Maintain structured Month-End Close checklist in Motion Track completion of: Vendor reconciliations Expense reconciliation Required supporting documentation Confirm documentation is uploaded before tasks are marked complete Maintain CPA/audit request tracker Provide pre-close status report to Controller Escalate delays that may impact reporting deadlines 3. Finance Workflow & Motion Administration Maintain Finance workspace within Motion Build recurring templates for: Vendor reconciliations Expense reconciliation AR/AP reviews Reporting deadlines Monitor overdue tasks and escalate as needed Ensure team maintains accurate task statuses Generate weekly execution summary for Controller Continuously improve workflow structure 4. Executive Support (Controller → Future CFO) Manage inbox organization Draft professional correspondence Maintain proactive calendar scheduling Coordinate meetings across departments Prepare agendas and track action items Assist with presentation formatting for leadership meetings Coordinate travel (U.S. and international as needed) 5. Reporting & Research Support Generate recurring financial reports: AR aging Vendor totals Expense summaries Compile documentation for: CPA requests Insurance audits Banking inquiries Conduct vendor pricing research Summarize findings clearly for leadership review 6. SOP & Process Documentation Draft and maintain finance SOPs Document reconciliation processes clearly Maintain version control Identify inefficiencies in reconciliation or workflow Support system change documentation (ERP, expense platform) 7. Confidentiality & Data Security Maintain 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

Responsibilities

The core responsibilities involve detailed financial administration, primarily focusing on expense and vendor reconciliation, month-end close coordination, and managing finance workflows within the Motion platform. This role also includes providing executive support to the Controller, which will transition to supporting the CFO in the future.