Executive / Personal Assistant with Full-Charge Bookkeeping

About the Role

The founder and director of a medical research foundation and a Med Tech start-up in Beverly Hills is seeking an experienced, highly organized Executive / Personal Assistant with Full-Charge Bookkeeping skills for an immediate on-site role.

This position combines comprehensive administrative support including bookkeeping for a clinician-scientist entrepreneur. You will manage financial accounts, manage calendar, manage phone calls and email correspondence, plan detailed travel, and oversee facility/property maintenance.

Key Responsibilities

1. Executive & Personal Assistance (Local & Remote Support)

• Calendar & Schedule Management: Maintain complex personal and business schedules, coordinate appointment bookings, handle schedule changes, and keep daily agendas running smoothly.
• Med-Tech Support: Manage and assist with research, publications, lecture creation, manage patent portfolio and interactions with patent counsel and annuities, update web sites.
• Email & Phone Communications: Screen incoming calls, manage email inboxes, draft clear professional correspondence, and serve as the main point of contact for external partners, vendors, and clients.
• Travel Coordination: Plan and book all domestic and international travel, including flights, hotels, ground transport, itineraries, and conference logistics.
• Property & Subcontractor Supervision: Oversee routine office and personal property maintenance. Source, schedule, negotiate terms with, and supervise vendors and maintenance contractors.

2. Full-Charge Bookkeeping & Financial Management

• Manage all Accounts Payable and Receivable: Maintain spreadsheets, review and monitor all payables, review payables with director, pay timely once approved in advance and record all transactions.
• Ledger & Accounts: Keep up-to-date QuickBooks and Quicken records for both personal and business accounts. Verify, allocate, and post financial transactions from invoices, receipts, check stubs, and online accounts.
• Reconciliations & Payroll: Perform regular bank, credit card, and investment portfolio reconciliations. Process bi-monthly payroll and prepare financial summaries for the external accountant.
• Communicate regularly regarding all accounts status and financial matters

Job Requirements

• Experience: Minimum 3 years of experience in Full-Charge Bookkeeping and executive/personal administrative support.
• Communication & Tech: Outstanding written and verbal communication in English; excellent phone etiquette; highly proficient with email management, MS Office (Word, Excel), QuickBooks, and Quicken, PowerPoint and AI.
• Organization: Exceptional time-management skills with meticulous attention to detail and accuracy.
• Reliability: Highly reliable, self-directed, and able to maintain confidentiality and manage priorities under deadline.
• Location: Must be able to commute reliably to Beverly Hills, CA 90212 for all scheduled workdays.

How to Apply

Please submit your application with:

1. A brief description of why you will succeed in this hybrid assistant/bookkeeper position.

2. Your desired pay/hourly rate.

3. Your current resume in MS Word format, including contact information for 3 professional references.

Job Type: Part-time

Pay: $28.00 - $35.00 per hour

Work Location: In person