{"id":4107732,"url":"https://alion.io/job/medvirtual-executive-assistant-accounts-payable-coordinator-eng","title":"Executive Assistant / Accounts Payable Coordinator (ENG)","company":{"id":4535481,"name":"Medvirtual","domain":"medvirtual.ai","url":"https://alion.io/company/medvirtual-2","size_band":null,"is_staffing_agency":true,"employer_type":"agency","is_intermediary":false,"listed_via":null,"ats_vendor":"Workable","truth_index":{"grade":"A","score":94,"open_postings":29,"ghost_share":0,"stale_share":0,"repost_share":0.034,"time_to_fill_p50_days":254,"computed_at":"2026-11-12T10:38:37Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"remote","remote_scope":"stated_countries","remote_scope_basis":"board_field","remote_working_hours":null,"hiring_geo_confidence":"structured","locations":[],"countries":[],"hiring_countries":["PH"],"hiring_countries_total":1,"salary":null,"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false},{"name":"Outlook","optional":false},{"name":"QuickBooks","optional":false}],"status":"live","first_seen_at":"2026-10-26T00:00:00Z","employer_posted_date":"2026-10-26","last_verified_at":"2026-11-12T10:05:31Z","board_verified":true,"closed_at":null,"days_open":17,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":17},"description":"We are seeking a highly organized and detail-oriented Executive Assistant with Accounts Payable experience to support daily business operations. This role will be responsible for executive administrative support, calendar and email management, accounts payable processing, timesheet administration, invoicing, and general office coordination. The ideal candidate is proactive, professional, tech-savvy, and experienced with QuickBooks.\nKey Responsibilities:\nExecutive & Administrative Support\nManage and coordinate executive calendars, appointments, and meetings.\nMonitor and organize email inboxes, prioritize communications, and draft responses.\nSchedule calls, interviews, and client meetings.\nPrepare reports, presentations, and business correspondence.\nMaintain organized records, files, and documentation.\nAssist with special projects and operational initiatives.\nAccounts Payable & Financial Administration\nProcess vendor invoices and ensure timely payments.\nReview, reconcile, and maintain accounts payable records.\nManage expense reports and receipts.\nTrack invoices and follow up with vendors regarding payment inquiries.\nUtilize QuickBooks for invoice entry, accounting records, and reporting.\nAssist with monthly financial reporting and account reconciliations.\nTimesheet & Approval Management\nReview employee timesheets for accuracy and completeness.\nProcess timesheet approvals and follow up on missing submissions.\nMaintain payroll-related records and documentation.\nCoordinate with payroll and accounting teams as needed.\nRecruiting & Candidate Coordination\nCommunicate with candidates via email and phone.\nSchedule interviews and manage candidate calendars.\nAssist with onboarding paperwork and documentation.\nMaintain candidate records and update databases.\nRequirements\n5+ years of Executive Assistant, Administrative, or Accounts Payable experience.\nStrong knowledge of QuickBooks.\nExperience managing invoices, accounts payable, and financial records.\nProficiency in Microsoft Office Suite (Excel, Outlook, Word).\nExcellent written and verbal communication skills.\nStrong organizational and multitasking abilities.\nAbility to maintain confidentiality and handle sensitive information.\nDetail-oriented with excellent follow-through.\nExperience in staffing, recruiting, or professional services environments is a plus.\nPreferred Skills\nQuickBooks proficiency.\nAccounts Payable and invoicing experience.\nCalendar and email management.\nTimesheet and approval processing.\nStrong customer service and communication skills.\nAbility to work independently and prioritize multiple tasks in a fast-paced environment.\nSystem and Work Setup Requirements:\nMore than 5 years of solid Executive Assistant experience recruitment experience - \npreferred Females - preferred (due to attention to detail) \nStaffing and recruitment industry experience - [PREFERRED] \nExperience with Bullhorn ATS - [PREFERRED]\n* Ideal Candidate: Someone who can seamlessly support executive operations while managing accounts payable, invoices, timesheets, candidate communication, and day-to-day administrative functions with professionalism and accuracy.\nBenefits\n Permanent remote work setup\n Competitive starting rate paid in USD\n Internet Allowance\n HMO insurance (PH)\n Retirement Fund\n Paid US holidays\n Paid Vacation and Sick Leaves","description_format":"text","description_chars":3322,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[{"name":"Philippines","iso":"PH","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":[],"lifecycle":[{"event":"open","at":"2026-11-11T22:49:45Z"}],"visa":[],"liveness":{"score":54,"band":"ok","label":"Likely open","p_open":1,"p_active":0.542,"p_room":1,"age_days":17,"expected_fill_days":254,"reasons":["conf:0","agency","velocity","win:early"],"computed_at":"2026-11-12T10:38:37Z"},"pay":null,"html_url":"https://alion.io/job/medvirtual-executive-assistant-accounts-payable-coordinator-eng","json_url":"https://alion.io/job/medvirtual-executive-assistant-accounts-payable-coordinator-eng.json","meta":{"generated_at":"2026-11-12T13:29:35Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":28094,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-13T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.1,"usd":0.01,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":4535481},"rest":"https://alion.io/mcp/rest/get_company?id=4535481"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fmedvirtual-executive-assistant-accounts-payable-coordinator-eng"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":2,"usd":0.2},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fmedvirtual-executive-assistant-accounts-payable-coordinator-eng"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.1,"usd":0.01},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fmedvirtual-executive-assistant-accounts-payable-coordinator-eng"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/medvirtual-executive-assistant-accounts-payable-coordinator-eng\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fmedvirtual-executive-assistant-accounts-payable-coordinator-eng"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":4107732}},{"tool":"search_jobs","arguments":{"company":"medvirtual.ai","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":4107732},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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