Remote Executive Admin & Finance (QuickBooks + AI Systems Support)

JOB OVERVIEW

Are you a detail-oriented, systems-minded Virtual Professional who enjoys keeping financial records organized, building clean trackers, and turning messy information into clear workflows?

We are looking for a proactive Executive Admin & Finance Virtual Professional who can support finance, admin, operations, reporting, and process documentation. This role is ideal for someone who is accurate with numbers, comfortable with QuickBooks or similar accounting tools, and excited about using AI responsibly to make work clearer, faster, and better documented.

This is not just a task-support role. We are looking for someone who thinks in systems - someone who enjoys creating SOPs, checklists, trackers, dashboards, templates, and better ways of managing recurring work.

You may be a great fit if you like organizing details, catching inconsistencies, improving processes, and helping leadership stay financially informed and operationally prepared.

What You Will Do
You will support day-to-day finance, admin, reporting, documentation, and workflow improvement tasks.

Finance & Bookkeeping Support
• Track invoices, receipts, payments, payables, receivables, reimbursements, and vendor records.
• Support QuickBooks Online or similar accounting systems with organized data entry, categorization, and cleanup.
• Assist with bank and credit card reconciliation support.
• Help maintain clean records for transactions, vendors, invoices, and supporting documents.
• Prepare financial trackers, summaries, simple reports, and management updates.
• Organize PDFs, screenshots, receipts, invoices, and related files so records are easy to find and review.
• Spot missing information, duplicate entries, inconsistent categories, and reporting gaps before they become bigger issues.

Executive Admin & Operations Support
• Manage calendars, reminders, meetings, follow-ups, deadlines, and recurring priorities.
• Coordinate administrative details, project trackers, vendor information, forms, and documentation.
• Support research, file organization, task follow-through, and internal updates.
• Give clear progress updates, ask smart questions, and close communication loops.
• Handle sensitive business and administrative information with discretion and professionalism.

Systems, SOPs & AI-Assisted Workflow Support
• Create and maintain SOPs, checklists, trackers, dashboards, templates, and process documentation.
• Turn scattered notes, screenshots, recordings, inbox items, or financial details into clear action steps.
• Use AI tools such as ChatGPT, Claude, Gemini, Perplexity, or similar platforms to support summaries, research, documentation, first drafts, and workflow organization.
• Build simple prompt templates or AI-assisted workflows that make recurring tasks cleaner and faster.
• Review and verify AI output before sharing it.
• Protect confidential information and avoid relying on unchecked AI-generated answers.
• Recommend practical improvements when work is messy, manual, duplicated, or unclear.

Who We Are Looking For
The ideal candidate is organized, accurate, reliable, and comfortable working independently in a remote setup. You should enjoy finance/admin work, but also be curious about systems, documentation, and smarter ways to get things done.

You may be a great fit if you:
• Have at least 2 years of experience in finance/admin, bookkeeping support, executive admin, operations, or a related role.
• Have hands-on experience with QuickBooks Online or a similar accounting platform such as Xero, FreshBooks, Zoho Books, NetSuite, or similar tools.
• Are comfortable handling invoice tracking, AP/AR support, vendor records, reconciliation support, reporting, or financial admin tasks.
• Have strong Excel or Google Sheets skills for trackers, formulas, organized data, and reporting.
• Are highly detail-oriented and careful with numbers, deadlines, and confidential information.
• Can write clear updates in English and communicate proactively.
• Naturally organize recurring work into checklists, templates, SOPs, trackers, or dashboards.
• Are comfortable using AI tools as a work partner for drafting, summarizing, organizing, researching, and improving documentation.
• Understand that AI output must still be checked, verified, and handled responsibly.
• Are resourceful, coachable, proactive, and able to work with minimal supervision.

Preferred Experience: Experience with any of the following is a plus:
• QuickBooks Online cleanup, categorization, reconciliation support, or financial reporting.
• Accounts payable, accounts receivable, invoice tracking, or vendor management.
• KPI dashboards, management reports, data cleanup, or reporting packs.
• SOP creation, Loom/process videos, workflow documentation, trackers, or process maps.
• Project management tools such as ClickUp, Asana, ---------- , Trello, Notion, or Airtable.
• CRM tools, automation tools, Zapier, Make, or similar platforms.
• Supporting executives, operators, finance teams, or operations-heavy businesses.
• Coordinating applications, vendor setup, compliance research, permits, or project trackers.
• Using AI tools to improve admin, finance, reporting, documentation, or research workflows.

Tech & Infrastructure Requirements
To ensure a smooth and reliable remote work experience, applicants must have:
• Intel i5 10th Gen / AMD Ryzen 5 or higher preferred.
• Minimum 8GB RAM.
• Laptop or PC preferably less than 3 years old.
• Stable internet connection of at least 50-100 Mbps preferred.
• Backup internet connection.
• Quality webcam, microphone, and headset.
Screenshots of device specs and internet speed test may be requested during the application process.

You Will Thrive in This Role If...
• You enjoy bringing order to messy information.
• You like working with numbers, reports, trackers, records, and follow-ups.
• You often think, "There has to be a better system for this."
• You can follow instructions carefully but also think ahead.
• You ask thoughtful questions when information is missing.
• You give clear updates without needing to be chased.
• You enjoy creating checklists, documentation, templates, and better workflows.
• You use AI thoughtfully to improve work quality, not to replace judgment.
• You want a long-term remote role where reliability, ownership, communication, and continuous improvement matter.

This May Not Be the Best Fit If...
• You prefer task-by-task instructions and do not enjoy organizing ambiguity.
• You are uncomfortable with financial records, details, deadlines, or accuracy checks.
• You do not like documenting processes or creating trackers.
• You are not open to learning new systems or AI tools.
• You use AI as a shortcut without checking the output.
• You struggle with proactive communication or independent remote work.

Why You Will Love This Opportunity
• Full-time remote work.
• Weekends off.
• Paid holidays and PTO eligibility.
• HMO eligibility after the required tenure period.
• Family Medical Incentive eligibility.
• PAG-IBIG and referral incentives.
• Learning sessions and growth opportunities.
• Supportive, growth-driven remote community.
• Opportunity to strengthen finance, admin, systems, documentation, and AI workflow skills.

How to Apply: Please submit:
• Your updated resume.
• Your answers to the application questions below.

Application Questions
1. Tell us about your finance, bookkeeping support, executive admin, or operations experience. Which tools have you used?
2. Walk us through how you would reconcile a bank or credit card account in QuickBooks Online, or how you would clean up a messy invoice/payment tracker.
3. Which AI tools have you used at work? Share one specific example of how you used AI to organize information, save time, improve documentation, or create a better workflow. How did you check the output for accuracy?
Applications with clear, specific answers will be prioritized. We are especially interested in candidates who can show real examples of finance/admin accuracy, systems thinking, responsible AI use, and proactive communication.

Apply today and build a meaningful remote career where your accuracy, initiative, and systems mindset can truly shine.