Executive Assistant & Accounting Support

About the Position
O’Mally Management Group has partnered with Palko & Associates to recruit an Executive Assistant & Accounting Support professional for a direct-hire opportunity in Crosby, Texas.
Reporting directly to the Owner/Managing Partner, this individual will serve as a trusted second chair—providing the administrative, operational and developing accounting support that allows leadership to remain focused on higher-level priorities.
This role is designed for someone who finds satisfaction in making another person and the larger team more effective. The right person notices unfinished details, follows up without repeated reminders, anticipates routine needs and willingly handles both significant assignments and the small, sometimes tedious tasks that keep an office running smoothly.
The position will initially focus heavily on administrative support, organization and follow-through. As the employee learns the businesses, establishes trust and demonstrates accuracy, the role will grow into greater ownership of QuickBooks processes, reconciliations and other accounting responsibilities.
This is not a position for someone who needs every day to look the same or every assignment to feel “high level.” It is an opportunity to become an indispensable partner by learning what can be taken off leadership’s plate and gradually assuming responsibility for it.
This is a professional business position and includes no household or domestic responsibilities.
What You’ll Do
The
Executive Assistant & Accounting Support
professional will work closely with the Owner/Managing Partner and an established team. Responsibilities will evolve as the employee learns the organization and becomes prepared to independently manage additional processes.
Executive and Administrative Support
Serve as a dependable second chair to the Owner/Managing Partner
Take ownership of routine administrative details and miscellaneous requests
Monitor multiple email addresses and shared inboxes
Organize messages, identify priorities and ensure important items receive follow-up
Track open assignments and follow through until they are completed
Coordinate documents, deadlines, renewals and recurring obligations
Scan, label, organize and maintain electronic records
Gather receipts and match them with the appropriate transactions
Establish utilities and coordinate account setup for new locations and entities
Set up and monitor authorized automatic payments
Assist with EIN applications and other business registrations
Establish and maintain authorized access to insurance portals, GPS systems, vendor accounts and other business platforms
Help maintain office organization and continuity when leadership is away
Anticipate routine needs and identify appropriate ways to make the workday run more smoothly
Assist with special projects and unexpected operational needs
Handle both recurring responsibilities and small tasks that might otherwise distract leadership from higher-level work
Accounting Support
Work within multiple QuickBooks Desktop company files for related businesses and ownership entities
Assist with bank and credit-card reconciliations
Match receipts and supporting documentation to transactions
Identify missing, incomplete or inconsistent financial documentation
Collect and review W-9 forms, deposit instructions and other vendor records
Assist with vendor reviews and vendor-account maintenance
Research routine discrepancies and gather information needed for resolution
Follow established accounting procedures and internal controls
Maintain confidentiality when handling business and financial information
Assume independent responsibility for additional reconciliations and accounting processes as proficiency is demonstrated
What We’re Looking For
Required Qualifications
Hands-on familiarity with QuickBooks Desktop
Experience providing administrative, executive or accounting support
Basic understanding of bank and credit-card reconciliations
Strong computer, scanning, electronic filing and general office skills
Proficient in Word, Excel, Outlook, and PowerPoint
Ability to organize information across multiple companies, accounts and inboxes
Strong attention to detail and comfort working with financial documentation
Ability to follow established processes accurately
Sound judgment regarding when to act independently and when to seek approval
Ability to handle confidential financial and business information with discretion
Dependable attendance and reliable transportation to Crosby
Availability to work full-time and 100% on-site

Preferred Qualifications

Experience supporting a business owner, executive or senior leader
Experience working with multiple QuickBooks company files or related entities
Experience reviewing W-9 forms and maintaining vendor documentation
Familiarity with EIN applications, business registrations, utilities or vendor-account setup
Experience managing shared inboxes or multiple email accounts
Working knowledge of Microsoft Excel, Outlook and electronic document-management systems
The Right Working Style
You may be a strong fit if you:
Find satisfaction in making your manager and team more effective
Notice what needs attention without waiting for every step to be assigned
Are willing to handle small, repetitive or tedious tasks with the same care as larger assignments
Take initiative while understanding when approval is required
Ask thoughtful questions and learn new processes quickly
Follow through, communicate updates and close loops
Can shift comfortably between administrative details, accounting support and unexpected needs
Are trainable and open to learning the organization’s established methods
Stay calm and organized while managing competing priorities
Do not assume that a task is “someone else’s job” simply because it falls outside the normal routine
Understand that trust and additional responsibility are earned through consistency and accuracy
Want to become a trusted second chair rather than immediately operating in a separate lane
Value being the person others can depend on
Growth Opportunity
This position is designed to grow as the employee becomes proficient across the organization’s businesses, systems and processes.
The starting rate will reflect the candidate’s directly related experience. Compensation may be reviewed as the employee demonstrates the ability to independently manage additional accounting and operational responsibilities.
Potential growth areas include:
Independently managing assigned bank and credit-card reconciliations
Maintaining multiple QuickBooks Desktop company files
Owning vendor-documentation and account-setup processes
Managing designated inboxes, renewals and recurring deadlines
Researching and resolving routine discrepancies
Maintaining operational continuity when leadership is away
Identifying processes that can be fully delegated and assuming responsibility for them
Work Location
This is a full-time, 100% on-site position in Crosby, Texas.
The established team currently works together from a dedicated professional workspace located within a private residence while permanent commercial office space is being developed. The workspace is used exclusively for business operations, and the selected employee will work alongside other members of the team.
This position includes
no
household, childcare, cleaning, meal preparation or other domestic responsibilities.
To Apply
Please submit a current résumé highlighting your experience with:
QuickBooks Desktop
Administrative or executive support
Bank and credit-card reconciliations
Multiple businesses, entities, accounts or inboxes
Managing competing priorities and following assignments through completion
Qualified candidates may be invited to complete a brief, job-related skills assessment and participate in an introductory interview.