Executive Assistant Accounts Payable

Ashley Smith

*** ******** *****

Martinsburg, WV 25403 ******.*@**.***

Professional Summary

Detail-oriented Reporting Specialist, Bookkeeper, and Executive Assistant with experience in the labor services industry. Proficient in QuickBooks, Excel, Word, and various reporting platforms. Proven ability to maintain regulatory compliance across jurisdictions, process invoices accurately, manage bookkeeping functions, and support smooth business operations. Recognized for strong organizational skills, accuracy, executive support, and the ability to manage high-volume data efficiently.

Key Skills

•QuickBooks (Accounts Payable & Receivable, Vendor Management, Bookkeeping)

•Microsoft Excel (Pivot Tables, Formulas)

•Microsoft Word (Document Preparation, Templates, Contracts)

•Reporting Portals (State & Local Compliance Platforms)

•Invoice Processing & Billing

•Payroll & Bank Reconciliation

•Executive Support (Calendar Management, Travel Arrangements, Scheduling)

•Data Entry & Record Management

•Cross-functional Communication

•Office Administration (Meeting Coordination, Correspondence, File Management)

Professional Experience

Reporting Specialist

R&R; Contracting Utilities, Inc. — Olney, MD

January 2025 – Present

•Maintain compliance with state and local jurisdictional requirements, including license renewals, filings, and labor regulations.

•Maintained 100% compliance across 7 jurisdictions by ensuring all required reports, permits, and documentation were submitted accurately and on time.

•Process high-volume invoices using QuickBooks, ensuring accuracy and timely submission.

•Generate and submit required reports through various local and state platforms to ensure full regulatory compliance.

•Collaborate with internal teams to gather payroll, hours worked, and contractor information for reporting.

•Use Excel to track reporting deadlines, invoice history, and compliance documents.

•Serve as the main point of contact for compliance audits and reporting questions from management.

Executive Assistant

R&R; Contracting Utilities, Inc. — Olney, MD

January 2023 – January 2024

•Provided high-level administrative support to executives, including calendar management, meeting coordination, and travel arrangements.

•Prepared correspondence, reports, and presentations using Microsoft Office Suite.

•Screened and prioritized emails, calls, and requests to ensure leadership’s time was used effectively.

•Coordinated company events, meetings, and conferences, handling logistics and communication.

•Maintained confidential records and managed sensitive information with discretion.

•Supported accounting and reporting tasks, bridging executive operations with compliance functions.

•Acted as a liaison between executives, staff, and external partners to ensure smooth communication and workflow.

Bookkeeper

L.R. Smith & Sons, LLC — Martinsburg, WV

November 2020 – Present

•Oversee full-cycle bookkeeping, including accounts payable/receivable, bank reconciliations, and payroll processing.

•Maintain accurate financial records using QuickBooks and generate monthly financial statements for management.

•Monitor cash flow, prepare and track invoices, and improve collection timelines by following up on outstanding balances.

•Assist with budgeting and expense tracking to provide clear financial insights and support business decision-making.

References

Available upon request.

Contact this candidate