Top Group - Job Description: Executive Assistant (with Finance Experience)
Role Overview
The Executive Assistant will support the CEO of Top Group across two main areas: high-level executive support and hands-on financial and operational management.
The CEO travels extensively, often across different time zones. You must work well on your own initiative and work independently to meet the CEOs needs. He has a broad range of interests and will require your support on all fronts.
The Executive Assistant will also work closely with the CEO to oversee the daily financial workflows, monthly reporting cycles, and core business operations for a number of companies. This hands-on role requires a detail-oriented professional to manage daily banking activities, monthly salaries, VAT returns, own the Accounts Payable (AP) lifecycle, and partner with the wider team (including Accounts Receivable) to ensure flawless financial accuracy and operational efficiency. This person will also manage the recruitment process.
Executive Support & Gatekeeping
· Manage Communications: Screen emails, calls, and requests for the CEO. Route or answer them based on priority.
· Act as Gatekeeper: Handle or filter queries from companies’ management before they reach the CEO.
· Handle Special Projects: Handle sensitive, confidential business initiatives and personal projects for the CEO.
· Coordinate Across Time Zones: Keep schedules smooth while the CEO travels globally.
Core Financial Responsibilities
1. Daily Banking & Cash Management
- Update AP reconciliation: Maintain and update the Accounts Payable reconciliation ledger daily.
- Collaborate on ledgers: Work closely with the AR function (who handles daily Accounts Receivable) to ensure complete daily ledger alignment.
- Manage Cashsheet: Own and update the Cashsheet daily to maintain real-time visibility over cash positions for the CEO.
2. Monthly Banking & Reporting
- Full bank reconciliation: Complete full, end-to-month bank and GL reconciliations to support the preparation of the Management Accounts pack.
- Month-end support: Assist senior leadership with variance analysis, cash flow reporting, and financial forecasting based on reconciled monthly data.
- Work closely with the accountants and auditors.
3. Accounts Payable (AP) ownership and Account Receivable (AR) Management
- Invoice processing: Review, approve, and accurately post all incoming supplier and vendor invoices.
- Account reconciliation: Regularly reconcile vendor statements against the AP ledger to identify and resolve discrepancies.
- Payment execution: Manage the supplier payment cycle, ensuring all approved invoices are paid accurately and on time.
- Accounts receivable: Manage AR staff and ledger, and aspects of the AR processes
Operational Responsibilities
- Process optimization: Continuously improve internal workflows between the AP and AR desks to speed up month-end closing.
- Vendor management: Act as the primary operational contact for key suppliers, software platforms, and external partners.
- Compliance & data integrity: Ensure all financial data entry, invoice records, and banking records strictly comply with internal controls and tax regulations.
- Recruitment: Manage the recruitment process.
Requirements and Qualifications
- Experience: 5+ years of experience in supporting a high-level Executive who travels extensively. Also need hands-on experience in Management of Finance and Operations, with deep experience in end-to-end Cash Management, Accounts Payable and Receivable.
- Systems expertise: High proficiency with modern accounting software, ERP platforms, and cash management systems.
- Technical skills: Strong reconciliation skills and advanced Excel capabilities.
- Attributes: Highly organized, collaborative, and capable of working independently but also be capable of working efficiently alongside counterparts to meet tight daily deadlines. High emotional intelligence, absolute discretion with confidential data, and excellent multitasking skills.
Pay: From €40,000.00 per year
Benefits:
- Bike to work scheme
- On-site parking
Work Location: In person
