Job description

About the Role
We are looking for a highly organized, detail-oriented Executive Assistant & Bookkeeper to support day-to-day operations remotely. This is a dual role: roughly half your time keeps the founder organized and moving - managing calendars, inboxes, communications, and administrative tasks - and the other half keeps the finances clean and current, from invoicing and expense tracking to reconciliations and monthly reporting. You will work evenings in Riyadh to overlap with U.S. Eastern business hours, so prior experience supporting U.S.-based companies is essential. You will be a trusted right hand who can juggle competing priorities, protect confidential information, and work independently with minimal oversight.
Executive Assistant Responsibilities
- Manage and prioritize the executive's calendar; schedule meetings across time zones and resolve conflicts.
- Monitor email and other inboxes - triage, flag, respond on the executive's behalf, and keep follow-ups on track.
- Coordinate travel, itineraries, and accommodations; prepare agendas and briefing notes ahead of meetings.
- Communicate with internal team members, clients, and partners as a reliable point of contact.
- Prepare documents, presentations, spreadsheets, and reports; take meeting minutes and track action items.
- Organize and maintain files and records in cloud storage so everything is easy to find.
- Handle personal and administrative tasks as needed, treating sensitive information with discretion.
Bookkeeping Responsibilities
- Record day-to-day financial transactions accurately in the accounting software (e.g., QuickBooks, Xero, or Wave).
- Prepare and send client invoices; track receivables and follow up on overdue payments.
- Process bills and expenses; categorize transactions and maintain organized digital receipts.
- Reconcile bank, credit card, and payment-platform accounts on a regular schedule.
- Produce monthly financial reports - profit & loss, cash flow, and expense summaries - for the owner.
- Support payroll and contractor payments, and keep records ready for the accountant at tax time.
Requirements
Qualifications & Skills
- Prior experience working with U.S.-based companies is required - you understand U.S. business norms, communication style, and expectations.
- Availability to work Monday-Thursday evenings in Riyadh (5:00-9:00 PM AST) to align with U.S. Eastern business hours.
- Proven experience as an executive/administrative assistant and in a bookkeeping or accounts role.
- Solid working knowledge of bookkeeping principles and accounting software (QuickBooks, Xero, or similar).
- Comfortable with productivity and collaboration tools - Google Workspace or Microsoft 365, calendar and email management, cloud storage.
Excellent written and verbal communication skills in English
- Strong organizational skills and sharp attention to detail; able to manage multiple priorities and meet deadlines.
- Discreet and self-motivated - able to work independently in a remote setting with minimal supervision.
- A dependable home-office setup: reliable internet, a computer, and a quiet space to work.
Nice to Have
- Familiarity with a prestige, beauty, or wellness brand environment.
- Experience supporting a small business, agency, or founder in a similar dual role.
- A bookkeeping certification or relevant coursework.