Executive Administrative Assistant

Insight Global

Warminster, PA

Insight Global's manufacturing client is looking for an Executive Assistant/Bookkeeper to join their staff, filling in for someone on a leave of absence. This role does have the potential to become long term, or even convert permanently.

The Executive Assistant will wear multiple hats, handling financial recordkeeping, payroll, office operations, vendor relations, inventory control, and ad hoc administrative tasks. You’ll be our in‑house accounting and administrative backbone — a trusted resource for both internal teams and external partners. The ideal candidate is proactive, numerate, highly organized, independent, and eager to grow professionally.

Responsibilities:

Payroll & Compensation
– Process payroll accurately and on time (weekly/biweekly/monthly)
– Maintain payroll records, tax withholdings, benefits, and reporting
– Reconcile payroll accounts
Bookkeeping & Financial Recordkeeping
– Record daily financial transactions (accounts payable, receivable, journal entries)
– Maintain general ledger, reconciliations (bank, credit card, etc.)
– Produce periodic financial reports, P&L, balance sheet, and cash flow summaries
– Work closely with external accountants, auditors as needed
Office Administration
– Manage correspondence, filing systems, and record retention
– Oversee day‑to‑day office operations (office supplies, equipment, facility maintenance)
– Coordinate ad hoc office functions (e.g. meetings, events, travel, mail)
Inventory & Purchasing
– Monitor inventory of parts, supplies, materials
– Prepare, submit, and track purchase orders
– Process vendor invoices, confirm deliveries, and resolve discrepancies
– Collaborate with production or warehouse teams to forecast and maintain optimal stock levels