Accounting Associate

Reports to: Senior Director, HR & Admin

Location: Remote, Preference for ET or CT time zones

Job Type: Regular, Full-Time/Exempt

Summary of Position:

The Accounting Associate plays a critical role in managing and coordinating Conference Catalysts’ internal financial operations and client financial processes. This role is responsible for maintaining accurate financial records, supporting invoicing and payment workflows, reconciling financial transactions, and coordinating expense reimbursement cycles across the organization. The Accounting Associate supports financial workflows across multiple business units and collaborates closely with internal teams and clients to ensure financial accuracy, operational efficiency, and a high standard of service.

The ideal candidate is highly detail-oriented, organized, and comfortable working with a high degree of autonomy. As a team member with specialized financial expertise, this individual will take ownership of financial workflows, proactively identifying opportunities to improve financial processes, strengthen tracking systems, and ensure accuracy across multiple operational areas while maintaining a strong customer-service mindset when supporting internal teams and responding to client financial inquiries.

Performance Evaluation:

Formal evaluations will be conducted in 6-month intervals by the Senior Director, HR & Admin to assess job performance.

Responsibilities and Duties:

Financial Operations & Reconciliation

• Reconcile company and employee credit card transactions and ensure accurate tracking of budgets.
• Perform monthly bank account reconciliations and investigate discrepancies.
• Maintain and continuously validate the accuracy of financial records across internal accounting systems.
• Assist with periodic internal financial audits in coordination with the CEO.
• Monitor financial workflows and identify discrepancies, inefficiencies, or process improvements.

Client Billing & Accounts Receivable

• Prepare and issue client invoices for Conference Management, Operations Management, and Digital Solutions services.
• Monitor incoming payments and ensure accurate tracking of accounts receivable.
• Respond to client billing inquiries and coordinate with internal stakeholders to resolve discrepancies.
• Monitor outstanding invoices, proactively follow up on payment status, and support timely collection of receivables.
• Maintain clear documentation of billing workflows and client financial records.

Expense Reimbursement Management

• Coordinate employee expense reimbursement cycles, communicate timelines, and ensure compliance with internal policies.
• Review and validate submitted expense reports for completeness and accuracy.
• Recommend improvements to expense management processes and documentation.

Payment Processing & Vendor Coordination

• Process vendor payments and other financial disbursements via check, credit card, or electronic transfer.
• Maintain accurate documentation and tracking of payment requests, ensuring transparency and audit readiness.

Client Financial Support

• Collaborate with internal business units to ensure financial data and billing processes align with client contracts and operational workflows.
• Support audit review of final conference budgets prior to financial close.
• Support the preparation of client financial reports when requested.
• Serve as a financial administrative liaison for clients regarding accounts payable and receivable matters.

●        Other duties as assigned.

Required Experience, Skills, and Education:

• Bachelor’s degree in accounting, finance, business administration, or related field. Or relevant combination of education and experience.
• 3+ years of experience in accounting or bookkeeping.
• Advanced proficiency using Microsoft Excel.
• Proficiency using the accounting software, such as QuickBooks online, QuickBooks desktop, Xero, Sage, etc.
• Strong organizational skills with the ability to manage multiple financial workflows simultaneously and operate with minimal supervision.
• Ability to handle sensitive information with the highest degree of confidentiality.
• Demonstrated ability to identify inefficiencies and recommend process improvements.
• Strong customer service orientation and written communication skills for supporting internal team members and external clients.

Desired Experience, Skills, and Education:

• Working knowledge of Generally Accepted Accounting Principles (GAAP).
• Relevant financial accounting or bookkeeping certifications.
• Actively seeking or have obtained CPA certification.
• Familiarity with evolving global financial regulations.

Travel Requirements:

• This role will not require regular travel.
• Occasional travel may be inclusive of annual company retreats or department retreats, as needed.
• Maximum travel will be less than 5%.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.

Compensation and Benefits:

• Compensation is commensurate with skills, education, and experience starting at $51,000/year.
• Comprehensive Medical, Dental & Vision Insurance (Full employee premiums covered by Conference Catalysts).
• Health Flexible Spending Account (FSA) for eligible health & wellness expenses.
• 401(k) Retirement Plan following the 90-day onboarding period (Conference Catalysts matches dollar for dollar, up to 5% of employee deferrals).
• Uncapped flex time off following the 90-day onboarding period.
• 14 paid company holidays.
• Individual professional development budget.
• Annual office discretionary budget.
• Monthly gym membership reimbursement.