Finance Executive Assistant (Growth Track to CFO Executive Assistant)

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.

Requirements:
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