Job Description

About High Scale

We’re High Scale — a future-focused, data-obsessed agency revolutionizing video advertising on TV and social media. Think Amazon’s obsession with customer experience meets SpaceX’s fearless ambition—that’s the DNA behind everything we do.

Our 120-person team of creatives, strategists, and innovators produces thousands of high-impact campaigns weekly for the world’s leading lifestyle, fashion, beauty, and DTC brands. With 50,000 sq. ft. of DTLA studios and a global influencer network, we’re ready to 10x our output in 2026—and we need a Virtual Assistant with Finance Experience who can keep our books spotless and our operations running smoothly.

Why This Role Matters

Accuracy, clarity, and organization are your playground. As a Finance VA, you are the backbone of our financial health. You aren't just processing data; you are ensuring that our leadership team has a clear, real-time view of the agency's performance.

By managing the day-to-day financial hygiene in QuickBooks and handling administrative complexities, you allow our creative and strategic teams to focus on what they do best: scaling brands. If you love numbers, spreadsheets, and bringing order to chaos, this is your launchpad.

What You’ll Do

1. Manage QuickBooks Online (QBO)

   • Daily categorization of bank and credit card transactions to ensure real-time financial accuracy.

   • Perform weekly bank reconciliations, flagging discrepancies immediately.

   • Manage Accounts Payable (AP) and Accounts Receivable (AR), ensuring bills are paid on time and client invoices are sent and tracked.

2. Support Financial Reporting

   • Assist in the preparation of monthly Profit & Loss (P&L) statements and Balance Sheets.

   • Maintain detailed expense trackers in Google Sheets/Excel for specific project budgets and production costs.

   • Audit expense reports from team members to ensure compliance with company policy.

3. General Administrative Support

   • Organize and maintain digital financial files (contracts, receipts, invoices) in Google Drive.

   • Assist with vendor onboarding, collecting W-9s and payment details.

   • Handle ad-hoc data entry and research tasks to support the Operations and Finance teams.

4. Cash Flow Monitoring

   • Monitor outstanding invoices and conduct professional follow-ups (collections) with clients to ensure timely payment.

   • Update weekly cash flow projection sheets with actuals from QBO.

Who You Are

1. A QuickBooks Pro

   • 2–4 years of experience in bookkeeping, finance, or virtual assistance with a heavy focus on finance.

   • Proficiency in QuickBooks Online is required. You know how to split transactions, reconcile accounts, and run reports.

2. Detail-Obsessed & Trustworthy

   • You treat company data with the highest level of confidentiality and integrity.

   • You spot errors others miss—a misplaced decimal or a wrong category stands out to you immediately.

3. Excel/Sheets Wizard

   • You are comfortable with VLOOKUPs, Pivot Tables, and complex formulas in Google Sheets and Excel.

4. Organized & Proactive

   • You don't need to be micromanaged. You see a backlog of unassigned transactions and you clear it.

   • You manage your time effectively to meet weekly reporting deadlines.

5. Excellent Communicator

   • Strong English proficiency is required. You can communicate clearly with vendors and clients regarding invoices and payments.

Perks & Benefits

• Growth Opportunities: Deepen your financial expertise and grow into a Junior Accountant or Operations Manager role.

• Relentless Innovation Culture: Move fast, test constantly, and collaborate with some of the most creative minds in social media and video production.

High Scale is an Equal Opportunity Employer. We celebrate diversity and believe it’s key to building teams that change the world—one perfectly balanced ledger at a time.