Executive Assistant and Finance Operations Lead at RecruitMyMom

Job Description

• This is a remote position.
• We are looking for a unique blend of high-level administrative expertise and financial acumen for our client based in Europe within the advertising industry. This is not a role for someone who needs a manual; they need a ‘right hand’, a sophisticated, high-EQ operator who can step into the business, identify administrative bottlenecks, and clear the path for the leadership team to focus entirely on growth.
• This is a full-time, fully remote position

Core Responsibilities

Executive Operations & "Gatekeeping"

• Manage the Founder’s inbox and calendar with such efficiency that 80% of inquiries are resolved before they even reach the Founder’s desk.
• Act as the "glue" between the Founder, the Automation Specialist, and the Head of Ops to keep high-level tool development and client projects on schedule.
• Drive the agenda for team meetings, ensuring the senior leadership and junior staff remain perfectly synchronized.

Financial Operations & Quality Assurance

• Own the full-cycle internal bookkeeping (Xero/Quickboods), including global payroll for a team of 10, invoicing, and expense tracking.
• Act as the final line of defense for client accounts. You will oversee and audit the work of junior bookkeepers to ensure 100% financial accuracy before reports reach the client.
• You won't just move numbers; you’ll interpret them. You will track and brief the Founder on vital KPIs like Tool ROI, Profit Margins, and Revenue per Employee.

Requirements

• A completed degree in a related field (Business, Finance, or Management) is essential.
• Knowledge of Xero and QuickBooks
• Working knowledge of ChatGPT and Gemini
• Working knowledge of modern productivity stacks (Notion, Slack, Google Workspace) essential
• A background in e-commerce / advertising would be advantageous