Executive Assistant & Accounting Support

Executive Assistant & Accounting SupportO'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.Executive and Administrative SupportServe as a dependable second chair to the Owner/Managing PartnerTake ownership of routine administrative details and miscellaneous requestsMonitor multiple email addresses and shared inboxesOrganize messages, identify priorities and ensure important items receive follow-upTrack open assignments and follow through until they are completedCoordinate documents, deadlines, renewals and recurring obligationsScan, label, organize and maintain electronic recordsGather receipts and match them with the appropriate transactionsEstablish utilities and coordinate account setup for new locations and entitiesSet up and monitor authorized automatic paymentsAssist with EIN applications and other business registrationsEstablish and maintain authorized access to insurance portals, GPS systems, vendor accounts and other business platformsHelp maintain office organization and continuity when leadership is awayAnticipate routine needs and identify appropriate ways to make the workday run more smoothlyAssist with special projects and unexpected operational needsHandle both recurring responsibilities and small tasks that might otherwise distract leadership from higher-level workAccounting SupportWork within multiple QuickBooks Desktop company files for related businesses and ownership entitiesAssist with bank and credit-card reconciliationsMatch receipts and supporting documentation to transactionsIdentify missing, incomplete or inconsistent financial documentationCollect and review W-9 forms, deposit instructions and other vendor recordsAssist with vendor reviews and vendor-account maintenanceResearch routine discrepancies and gather information needed for resolutionFollow established accounting procedures and internal controlsMaintain confidentiality when handling business and financial informationAssume independent responsibility for additional reconciliations and accounting processes as proficiency is demonstratedWhat We're Looking ForRequired QualificationsHands-on familiarity with QuickBooks DesktopExperience providing administrative, executive or accounting supportBasic understanding of bank and credit-card reconciliationsStrong computer, scanning, electronic filing and general office skillsProficient in Word, Excel, Outlook, and PowerPointAbility to organize information across multiple companies, accounts and inboxesStrong attention to detail and comfort working with financial documentationAbility to follow established processes accuratelySound judgment regarding when to act independently and when to seek approvalAbility to handle confidential financial and business information with discretionDependable attendance and reliable transportation to CrosbyAvailability to work full-time and 100% on-sitePreferred QualificationsExperience supporting a business owner, executive or senior leaderExperience working with multiple QuickBooks company files or related entitiesExperience reviewing W-9 forms and maintaining vendor documentationFamiliarity with EIN applications, business registrations, utilities or vendor-account setupExperience managing shared inboxes or multiple email accountsWorking knowledge of Microsoft Excel, Outlook and electronic document-management systemsThe Right Working StyleYou may be a strong fit if you:Find satisfaction in making your manager and team more effectiveNotice what needs attention without waiting for every step to be assignedAre willing to handle small, repetitive or tedious tasks with the same care as larger assignmentsTake initiative while understanding when approval is requiredAsk thoughtful questions and learn new processes quicklyFollow through, communicate updates and close loopsCan shift comfortably between administrative details, accounting support and unexpected needsAre trainable and open to learning the organization's established methodsStay calm and organized while managing competing prioritiesDo not assume that a task is "someone else's job" simply because it falls outside the normal routineUnderstand that trust and additional responsibility are earned through consistency and accuracyWant to become a trusted second chair rather than immediately operating in a separate laneValue being the person others can depend onGrowth OpportunityThis 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 reconciliationsMaintaining multiple QuickBooks Desktop company filesOwning vendor-documentation and account-setup processesManaging designated inboxes, renewals and recurring deadlinesResearching and resolving routine discrepanciesMaintaining operational continuity when leadership is awayIdentifying processes that can be fully delegated and assuming responsibility for themWork LocationThis 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 ApplyPlease submit a current résumé highlighting your experience with:QuickBooks DesktopAdministrative or executive supportBank and credit-card reconciliationsMultiple businesses, entities, accounts or inboxesManaging competing priorities and following assignments through completionQualified candidates may be invited to complete a brief, job-related skills assessment and participate in an introductory interview.