Executive Assistant, Finance & Sales Support

Executive Assistant, Finance & Sales Support
Remote, Latin America | Full-time | 8 AM to 6 PM US Eastern Time   THE ROLE
Our client needs one person to keep the books clean and the reporting sharp, and to make sure their Head of Sales never lets a sales opportunity go cold. About the company: A US-based technology partner for dental practices, with offices across the Southeast. They provide fixed-cost IT support, network security, HIPAA-aligned systems and new office build-outs, for everything from single-location practices to multi-location dental groups. The team brings more than 20 years of experience in dental technology. You will spend about half your time on bookkeeping, accounting and finance reporting, and the other half as executive assistant to the Head of Sales. He is excellent in the room with clients. Your job is everything that happens after the meeting: the inbox, the follow-ups and the pipeline. You will use AI tools every day to build accounting and finance reports. That is not a nice-to-have. We will ask you to walk us through real reports you have built, in detail.   WHAT YOU'LL OWN: FINANCE AND BOOKKEEPING
You are the person who knows where the money is, what is owed and what is coming.
- Keep the books current: record and categorize transactions, and reconcile bank and card accounts every month.
- Run accounts receivable: send invoices on time, track what is outstanding and follow up on late payments.
- Run accounts payable: pay bills on schedule and keep vendor records in order.
- Close the month and deliver a short reporting pack: P&L, cash position, receivables aging and budget versus actual, with a few plain-English notes on what changed and why.
- Use AI tools to build, check and explain these reports, and to go deeper on request: recurring revenue by client, client profitability, margin by service line and cash-flow forecasts.
- Track expenses and receipts so nothing is missing at tax time.
- Prepare clean files for the outside accountant or CPA, and be their day-to-day contact.
- Flag cash-flow risks early, before they become problems.   WHAT YOU'LL OWN: SUPPORTING THE HEAD OF SALES
You make sure every conversation he starts gets finished.
- Own his inbox. Triage it every day, answer routine emails yourself, and draft replies for him on anything that needs his voice.
- Keep the pipeline honest. Every open opportunity has a clear next step and a date, and nothing sits untouched.
- Drive follow-ups. After each call or meeting, send the recap and next steps (drafted for his approval) and book the next touchpoint.
- Run a short weekly pipeline review with him: what moved, what stalled, what needs him this week.
- Manage his calendar and prepare a one-page brief before important meetings.
- Keep the CRM accurate so leadership can trust what it says.
- Hold him to it, kindly. You will need to nudge a senior person, often, and be comfortable doing it.   WHAT YOU BRING
Must have:
- A degree or formal qualification in accounting, or equivalent professional training.
- 3+ years of hands-on bookkeeping or accounting, ideally for a US-based small business.
- Deep, hands-on experience using AI tools to build detailed accounting and finance reports, with real examples you can walk us through.
- Strong working knowledge of a cloud accounting platform such as QuickBooks Online or Xero.
- Strong written and spoken English, C1 level preferred. You will write emails that go to US clients.
- High attention to detail and the habit of closing every loop.
- Available to work 8 AM to 6 PM US Eastern Time.   Nice to have:
- Experience as an executive assistant to a founder, partner or sales leader.
- Experience with a CRM such as HubSpot, Pipedrive or Salesforce.
- Exposure to managed IT services, healthcare or dental businesses.   WHAT SUCCESS LOOKS LIKE AFTER 90 DAYS
- The books are reconciled and the monthly reporting pack lands by the 10th business day of each month.
- No important email in the Head of Sales' inbox goes more than 48 hours without a reply.
- Every open deal in the pipeline has a current next step, and the weekly pipeline review is a habit.