How to hire an executive assistant/bookkeeper

How to hire an executive assistant/bookkeeper, step by step

Here's a step-by-step executive assistant/bookkeeper hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write an executive assistant/bookkeeper job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new executive assistant/bookkeeper
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   Before you start hiring an executive assistant/bookkeeper, identify what type of worker you actually need. Certain positions might call for a full-time employee, while others can be done by a part-time worker or contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   You should also consider the ideal background you'd like them an executive assistant/bookkeeper to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire an executive assistant/bookkeeper that fits the bill.

   This list shows salaries for various types of executive assistant/bookkeepers.

   Type of Executive Assistant/Bookkeeper	Description	Hourly rate
   Executive Assistant/Bookkeeper	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$18-25
   Bookkeeper	Bookkeepers are employees who are in charge of the company's general ledger. They are well-versed in basic accounting principles, and they apply these in their work... Show more	$14-25
   Charge Bookkeeper	A full charge bookkeeper's primary job is to manage and handle all the accounts of a small or medium-sized business. They are responsible for overseeing the accounting duties for a company, including billing customers, preparing bank statements and tax returns, and processing timesheets... Show more	$17-27

2. Create an ideal candidate profile

   Common skills:

   • Payroll Taxes
   • Reconciliations
   • Travel Arrangements
   • Bank Deposits
   • General Ledger
   • Accounts Receivables
   • Accounts Payables
   • Bank Reconciliations
   • Bank Accounts
   • Credit Card Statements
   • Quickbooks Pro
   • Purchase Orders
   • Expense Reports
   • Sales Tax

   Check all skills

   Responsibilities:

   • Manage daily operation of accounting and insurance sales office, oversee all business ventures and investment properties for this entrepreneurial CPA.
   • Manage accounts payable/receivable through QuickBooks.
   • Perform administrative and accounting/bookkeeping duties, which include bank reconciliations using QuickBooks and processing invoices and payroll.
   • Perform all bookkeeping duties including accounts payable, accounts receivable, bank reconciliation and year end reporting to the CPA.
   • Present several posters and PowerPoint presentations at various conferences.
   • Create PowerPoint presentations for potential customers and communicate with existing customers to address inquiries and resolve issues.

3. Make a budget

   Including a salary range in your executive assistant/bookkeeper job description is a great way to entice the best and brightest candidates. An executive assistant/bookkeeper salary can vary based on several factors:

   • Location. For example, executive assistant/bookkeepers' average salary in louisiana is 48% less than in hawaii.
   • Seniority. Entry-level executive assistant/bookkeepers earn 30% less than senior-level executive assistant/bookkeepers.
   • Certifications. An executive assistant/bookkeeper with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in an executive assistant/bookkeeper's salary.

   Average executive assistant/bookkeeper salary

   $45,897yearly

   $22.07 hourly rate

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   Entry-level executive assistant/bookkeeper salary

   $38,000 yearly salary

   Updated December 24, 2025

4. Writing an executive assistant/bookkeeper job description

   An executive assistant/bookkeeper job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of an executive assistant/bookkeeper job description:

   Executive assistant/bookkeeper job description example

   Affordable Auto Glass is ready to hire a full -time Executive Assistant / Bookkeeper to work in our Houston, TX office and ensure our books are accurate and our business runs smoothly. We pay a competitive salary of $40,000 to 52,000/ year based on experience. In addition to great pay , this bookkeeping position comes with the following benefits and perks :

   • Paid holidays
   • Family-oriented work environment

   So, now that you've learned the who, what, where, and why, you may be wondering HOW ? It's easy! Just fill out our initial mobile-friendly online application . We hope to meet you soon!

   
   

   THE DAY-TO-DAY FOR OUR EXECUTIVE ASSISTANT / BOOKKEEPER

   Each day, you arrive at the office ready to help ensure that business is running seamlessly and all bookkeeping information is accurate. The majority of your day revolves around making sure that our accounting records are complete. You are diligent to check and recheck all work to ensure that nothing is missed. Additionally, you double as an Executive Assistant. You cheerfully answer phones and take messages. You also assist with counting inventory. You take great pride in knowing that your work helps keep business flowing and our customers happy!

   
   

   OUR IDEAL EXECUTIVE ASSISTANT / BOOKKEEPER

   • Positive - a can-do attitude that helps you rise to challenges
   • Organized & attentive to detail - nothing gets by you without being double-checked and put in the right place
   • Efficient - a knack for effectively prioritizing tasks and managing your time
   • Pride in your work - real desire to do quality work and provide accurate bookkeeping

   Did we just describe you? If so, read on about this accounting position!

   
   

   ABOUT AFFORDABLE AUTO GLASS

   At Affordable Auto Glass, our primary goal is to help you repair or replace your vehicle's windshield and windows to your satisfaction at the most affordable prices in the greater Houston area. To achieve our mission as Houston's expert in auto glass repair we have an excellent Counter Sales / CSR team ready and waiting to suggest the finest materials available at our five installation facilities located in downtown Houston, Southwest/Galleria, West, North, and Pasadena/Bay Area ' so chances are there's one near you.

   Our windshield replacements and installations, as well as window tinting services, are efficient not only because of our wholesale materials but also our highly reputable employees and service! We believe that in order for our customers to get the best, we have to provide the best--employees of course! At Affordable Auto Glass, we provide a job environment jam-packed with growth, stability , and life-long relationships !

   
   

   REQUIREMENTS

   • Proficiency with QuickBooks, Microsoft Office and Microsoft Dynamics GP preferred
     
   • Profiency in A/R and A/P
   • Basic math skills
   • Bookkeeping, accounting, and data entry skills

   If this sounds like the right opportunity for you and you meet the above requirements, we need you on our office team. Apply today to be our Executive Assistant / Bookkeeper!

   
   

   Location: 77036

   Copy this example

   

5. Post your job

   There are a few common ways to find executive assistant/bookkeepers for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   Post your job online:

   • Post your executive assistant/bookkeeper job on Zippia to find and recruit executive assistant/bookkeeper candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Your first interview with executive assistant/bookkeeper candidates should focus on their interest in the role and background experience. As the hiring process goes on, you can learn more about how they'd fit into the company culture in later rounds of interviews.

   It's also good to ask about candidates' unique skills and talents. You can move on to the technical interview if a candidate is good enough for the next step.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new executive assistant/bookkeeper

   Once you've decided on a perfect executive assistant/bookkeeper candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   It's also important to follow up with applicants who do not get the job with an email letting them know that the position is filled.

   After that, you can create an onboarding schedule for a new executive assistant/bookkeeper. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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