Executive Assistant & Personal Finance Manager

LOOKING FOR STELLAR TOP CANDIDATES

Position:Executive Assistant & Personal Finance ManagerWorking Hours:Full-Time (Remote)│Mon - Fri 9:00 am - 5:00 pm ESTSearch Location:Philippines and South Africa (Primary) but open GloballySalary:up to 2000 USD per month:The Final Salary Offer depends on the client’s decision, interview results,and experience

About the Client:

Our client offers a premier collection of luxury beachfront and coastal condominium rentals along Florida's Gulf Coast. The company is focused on delivering high-quality vacation rental experiences while maintaining strong operational and financial organization behind the scenes.

They are looking for a highly organized and detail-oriented Executive Assistant to provide dedicated personal and executive-level administrative support, helping manage important financial, household, scheduling, and recurring administrative responsibilities.

About the Role:

We are looking for a highly organized, detail-oriented, and proactiveExecutive Assistant & Personal Finance Managerto manage personal and household financial administration while providing executive and business support as capacity allows.

This is not an accounting, investment, or financial advisory role. The focus is on organizing, tracking, maintaining, and reporting financial information, managing recurring obligations, and ensuring important deadlines and follow-ups are handled proactively.

A major part of the role will involve managing household finances throughMonarch Money,so prior experience with Monarch is highly preferred.

The ideal candidate is comfortable working with confidential financial information, managing multiple accounts and properties, building repeatable systems, identifying discrepancies or trends, and presenting information in a concise, actionable way.

As the financial systems become established, the role will also support personal administrative needs and selected projects forthe company

Role Responsibilities:

The ideal candidatewill take ownership of recurring responsibilities rather than wait for instructions.Over time, they should understand the financial and administrative systems well enough to identify issues, research solutions, and present concise recommendations before action is required.

Personal & Household Finance Management
* Set up, organize, and maintain Monarch Money, including transaction categorization, automation rules, and account organization.
* Track household spending across major categories and identify unusual expenses, trends, or transactions requiring clarification.
* Track expenses related to specific trips, events, or projects.
* Maintain an organized view of personal assets and liabilities, including bank accounts, credit cards, investments, retirement accounts, real estate, mortgages, vehicles, LLC interests, and loans.
* Monitor subscriptions, memberships, and recurring expenses and identify opportunities to reduce unnecessary spending.
* Maintain accurate and organized financial records across multiple accounts, properties, and entities.

Financial Reporting & Tracking
* Prepare a simple weekly financial dashboard highlighting:Transactions requiring clarification or inputUpcoming financial deadlines and renewalsUnusual or significant spendingPotential savings opportunitiesItems requiring a decision or approval
* Transactions requiring clarification or input
* Upcoming financial deadlines and renewals
* Unusual or significant spending
* Potential savings opportunities
* Items requiring a decision or approval
* Prepare a concise monthly Personal CFO Report covering:Net worth and month-over-month changesHousehold cash flow and spending by categorySpending trends and significant expensesRecurring expense and subscription reviewsShort-term rental property performanceUpcoming large expenditures, renewals, and deadlinesOpportunities to improve financial organization or reduce costs
* Net worth and month-over-month changes
* Household cash flow and spending by category
* Spending trends and significant expenses
* Recurring expense and subscription reviews
* Short-term rental property performance
* Upcoming large expenditures, renewals, and deadlines
* Opportunities to improve financial organization or reduce costs

Real Estate & Tax Administration
* Maintain financial records and prepare monthly P&Ls for personally owned short-term rental properties.
* Ensure expenses are properly assigned to the correct property and supporting records remain organized.
* Gather and organize tax documents throughout the year.
* Coordinate with the CPA regarding tax filings, documentation, and quarterly estimated tax requirements.

Insurance, Renewals & Financial Deadlines
* Maintain records of insurance policies, premiums, coverage, agents, and renewal dates.
* Review policies approximately 60–90 days before renewal, obtain competitive quotes when appropriate, and compare pricing and coverage.
* Communicate with insurance agents and present recommende