Administrative Assistant & Bookkeeper - 38465558709

Administrative Assistant & Bookkeeper

Location: Remote (U.S. business hours preferred)

Working Hours: 9am - 5pm

Monthly Salary: $1000 - $1500

About The Role

We are seeking a highly organized, resourceful, and proactive Administrative Assistant & Bookkeeper to support our busy executive and small business operations. This hybrid role is ideal for someone who thrives in a fast-paced environment, is tech-savvy, and can seamlessly balance administrative tasks with light but consistent bookkeeping duties.

Roughly 75-80% of the role is administrative in nature, while 20-25% focuses on weekly bookkeeping responsibilities via QuickBooks Online. The right candidate will also be adept at managing calendars, coordinating travel and logistics, purchasing supplies, and performing online research to support business operations.

Key Responsibilities

Bookkeeping (20-25%)

• Maintain accurate and up-to-date financial records using QuickBooks Online
• Review and categorize receipts and match to appropriate accounts
• Process and track invoices, bills, and payments
• Perform weekly bank reconciliations and verify documentation
• Prepare financial summaries or ad hoc reports as requested
• Manage vendor and contractor expense records
  
  

Administrative Support (75-80%)

• Inbox Management: Organize the executive’s inbox, flag urgent emails, draft responses, and manage follow-ups
• Calendar & Schedule Management:
• Translate meetings, appointments, events, flights, etc., into calendar activities
• Proactively manage, update, and optimize the executive’s schedule
• Set reminders and ensure timely execution
• Phone & Appointment Coordination:
• Make calls to schedule or adjust meetings, reservations, or services as needed
• Monitor and adapt to real-time schedule changes
• Travel & Logistics:
• Plan, book, and optimize business travel (flights, accommodations, rental cars, etc.)
• Handle itinerary updates and last-minute travel needs
• Company Mail Management:
• Monitor mail uploaded to the Northwest account
• Save mail to OneDrive and notify stakeholders with attachments and required actions
• Purchasing & Vendor Management:
• Procure office equipment, branded merchandise, employee tools, etc.
• Coordinate with suppliers and vendors for purchases or services
• Online Research:
• Compare vendors/suppliers and research new tools or services to improve operations
• Evaluate current subscriptions or platforms for cost-saving opportunities
• General administrative support: document organization, internal communications, and light data entry
  

Preferred Tools & Platforms

• QuickBooks Online (Required)
• Google Workspace (Gmail, Calendar, Docs, Sheets)
• Microsoft Office Suite
• Bonus: Familiarity with Gusto, Asana, or similar tools
  
  

Qualifications

• 2-3+ years of experience in administrative support, bookkeeping, or operations roles
• Excellent English communication skills, both written and verbal
• Demonstrated proficiency in QuickBooks Online
• Strong communication and organizational skills
• High attention to detail and ability to work independently
• Proactive problem-solver with strong time management abilities
• Comfortable operating in a dynamic, small business setting
  
  

Work Schedule

• Fully remote role
• Must be available during U.S. business hours
• Bookkeeping tasks occur weekly; administrative tasks are ongoing throughout the week