Executive Assistant (Finance & Reporting Focused) - EST Hours (Remote)

ISTA Personnel Solutions is a dynamic and fast-growing BPO company. We are not a recruitment agency - we operate as a dedicated extension of our U.S.-based clients’ teams, delivering high-quality service with precision, efficiency, and a personal touch.

We are seeking a detail-oriented Executive Assistant with advanced Excel skills and a strong understanding of financial and reporting data. This is a hands-on support role working closely with executive leadership, with a strong focus on maintaining, updating, and improving Excel-based reports and recurring financial information. The role involves working with data exported from systems such as QuickBooks Online, ensuring accuracy, structure, and consistency across reporting files.

This position is best suited to candidates who enjoy structured work, spreadsheets, and detail-driven tasks rather than strategic finance responsibilities.

PLEASE NOTE

• Working Hours: Mon – Fri, 9:00am – 6:00pm EST (16:00pm – 01:00am OR 15:00pm - 00:00am South African Time, depending on daylight savings in the USA)
• Work Environment: This is a fully remote working role.
• You will be required to work on both South African and US public holidays (compensation for SA public holidays in accordance with the BCEA).
• Internet Requirements: A fixed fibre line with a minimum speed of 25 Mbps (upload & download) and the ability to support a wired Ethernet connection is mandatory. Applicants without a fixed fibre line cannot be considered.
• Power Backup: A reliable power backup solution is required to manage load shedding and power outages. Applicants without a power backup cannot be considered.

Key Responsibilities

• Provide day-to-day support to executive leadership
• Work extensively in Microsoft Excel to maintain and update reporting files
• Assist with recurring financial and operational reporting requirements
• Maintain and update Excel-based P&L and Balance Sheet reporting files
• Add new reporting periods and ensure data structures remain consistent
• Ensure formulas, links, and calculations remain accurate across updates
• Work with financial data exported from systems such as QuickBooks Online
• Organise, validate, and prepare data for reporting and presentation
• Prepare summary views, charts, and structured outputs from existing data
• Identify opportunities to reduce manual work and improve reporting workflows
• Support ad hoc administrative, reporting, and project-related tasks

Requirements

• Essential
• Advanced Microsoft Excel (formulas, PivotTables, structured models)
• Comfortable working with financial and operational reports (incl P&L and Balance Sheet data)
• Experience handling exported system data (CSV / Excel data exports)
• Strong analytical and problem-solving ability
• High attention to detail and data accuracy
• Advantageous
• Experience with QuickBooks Online
• Experience maintaining recurring reporting templates or spreadsheets
• Familiarity with financial data structuring
• Interest in efficiency or productivity tools (e.g. Copilot, automation tools)

If you are not contacted within 14 working days, please consider your application unsuccessful.