Location: Work from Home
Type of Employment: Part-time (20 hours a week)
Work Shift: US Business Hours
About the Role
We’re looking for a highly organized and detail-oriented Administrative Assistant to support daily operations and ensure smooth coordination across tasks, schedules, and communications. The ideal candidate has strong administrative, financial, and organizational skills and can manage time-sensitive priorities in a remote environment. This role requires proactive communication, excellent attention to detail, and familiarity with productivity tools like QuickBooks and Google Workspace.
Key Responsibilities
Daily Tasks
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Review upcoming schedules and provide a morning overview.
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Manage calendars — confirm or adjust meetings, send reminders, and protect focus time.
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Triage inboxes — flag urgent items, draft responses, and organize emails.
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Enter daily transactions and receipts in QuickBooks Online and reconcile accounts.
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Maintain task dashboards and send end-of-day summaries highlighting completed and pending items.
Weekly Tasks
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Prepare a one-page financial summary (cash flow, income vs. expenses, pending invoices).
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Reconcile bank and credit card accounts.
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Organize and update files and shared folders consistently.
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Update CRM/contact lists and set reminders for follow-ups or important dates.
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Create briefing notes for meetings and draft talking points as needed.
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Support ongoing projects through checklist maintenance and basic research.
Monthly Tasks
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Generate financial dashboards and charts for reporting and presentations.
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Identify financial trends or anomalies for discussion.
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Compile project updates into high-level summaries for leadership.
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Conduct monthly file and system audits to ensure organized records.
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Track professional milestones and maintain documentation for reviews or reports.
Qualifications & Requirements
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At least 2 years of administrative or executive support experience.
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Strong skills in QuickBooks Online, Google Workspace, and Microsoft Office.
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Excellent communication and organizational abilities.
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Detail-oriented with strong time management and multitasking skills.
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Experience in financial tracking, reporting, and scheduling coordination.
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Familiarity with CRM systems and project management tools (Asana, ClickUp, Notion) is a plus.
Additional Requirements
Compensation and Benefits
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Competitive salary based on experience
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Permanent remote setup
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Growth opportunities and professional training
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Supportive and collaborative work culture
