Executive Assistant (EA) with Finance Ops — CPS Capital (Private Equity)
Philippines / South Africa
VA/EA – Operations /
Financial / Part - Time /
Remote
Role Overview
Executive Assistant with Junior Account Role to support the corporate side of the firm. You’ll manage inbox and calendar workflows, coordinate logistics, and own recurring admin programs (e.g., quarterly cybersecurity training). You’ll also assist with finance and accounting tasks – including bookkeeping in Xero, intercompany reconciliations, and financial statement preparation. This is a long-term role for a proactive, trustworthy and detail-obsessed operator who’s comfortable in a private-equity, numbers-driven environment.
Key Responsibilities
Executive & Admin Support
●Inbox management: triage, flag priorities, file to folders, draft/respond where appropriate.
●Calendar & logistics: schedule internal/external meetings, book personal/team appointments, restaurant reservations, and light travel.
●Meeting support: prepare agendas, capture notes/action items, track follow-ups.
●Compliance programs: coordinate and track quarterly cybersecurity training, monitor employee vacation/remote/sick days and maintain updated trackers.
●Office support: manage ordering of office supplies and ensure timely fulfillment.
●Investor reporting: assist in formatting quarterly investor reports to CPS standards and ensure distribution.
●Server organization & maintenance: structure and maintain shared drive/server files, ensure version control, consistent naming conventions, and ease of access.
Finance & Accounting Support (Xero)
●AP/AR & bills: download statements/bills, enter and code expenses, attach backup.
●Bank feeds & reconciliations: import bank feeds, reconcile transactions daily/weekly.
●Intercompany reconciliations: prepare schedules and resolve variances.
●Investor receipts: track capital call receipts, flag late payments, and maintain investor payment records.
●Payments: compile payment runs; prepare domestic/international wires for approval.
●Investor ops: mail merge & issue capital calls, shepherding the end-to-end process until repeatable.
●Reporting: build/refresh workbooks, management reports, and fundraising dashboards
●Audit prep: assemble workpapers, pull support, and respond to PBC lists.
Must-Have Qualifications
- 3–5+ years in EA/operations roles supporting executives in finance, PE/VC, or professional services.
- Accounting literacy: understands debits/credits; comfortable formatting financial statements and tying schedules to the GL.
- Hands-on Xero experience (bank feeds, coding, reconciliations, bills, basic reporting).
- Advanced spreadsheets (Excel/Google Sheets): lookups, pivots, reconciliation techniques, clean charting.
- Meticulous attention to detail, superb follow-through, and strong written English.
- High discretion with sensitive financial and investor information; familiarity with secure workflows
- Proactive, organized, and comfortable operating with minimal supervision on shifting priorities.
Nice-to-Haves
- Experience in private equity, fund accounting and audits
- Mail merge tools, Doc generation, and e-signature coordination.
- Dashboarding/BI exposure (e.g., building simple KPI packs).
Success in 90 Days
- Inbox and calendar are predictable and low-friction; exec receives daily priorities.
- Bank feeds and key accounts are reconciled on cadence; open items are aged and resolved.
- Capital-call mail merges and wire packages run cleanly with documented SOPs.
- Management reports and fundraising dashboards are accurate, timely, and readable.
Tools You’ll Use
- Xero
- Excel/Google Sheets
- Google Workspace/MS Office
- HubSpot
$500 - $1,100 a month
Type: Part-Time (20 hrs/week) to start, with plan to scale to Full-Time
Time Zone: North American Eastern Time (ET) coverage
Why Join Assist World?
100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM
We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.
