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.

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