Evaluating bids

Executive Admin/Accounting Assistant

Published on the December 13, 2022 in Admin Support

About this project


We are looking to hire our first accounting/executive assistant to support our management team! This is a remote role that requires working hours during Pacific Standard Time. Training will be provided.

We are a complex, highly engaged team who does really meaningful work. Each of member of the team cares deeply for what they do and they need top-notch support from someone who can work quickly, efficiently, and accurately in a highly matrixed environment with constant change. You will feel cared for, supported and appreciated not only for your work but as a person.

You will manage mostly accounting and accounting-related tasks for the team such as creating reports, organizing travel and accommodation, research, and other organizational tasks. To succeed in this role, you'll need to be flexible, entrepreneurial, highly communicative, and have experience as an executive or administration assistant in the past with a record of solving problems. Quickbooks proficiency is required, as priority tasks include the following below.

Invoice management including but not limited to:

Client data entry into Quickbooks
Payment method management and updates
Creating 75+ custom invoices per month on the 1st
Staying up-to-date on client contract details, changes, contacts, and communication preferences
Sending invoices to referral partners for referral fee payouts
Payroll and contractor payments:

Bi-weekly payroll managed through Gusto - for 3 or more people with custom bonuses and occasional reimbursements
Contractor pay for 40+ independent, international contractors through multiple different payment platforms (including Gusto, Wise, Paypal, and wire transfer)
Contractor invoice management - quality checking for correct completion, and date, and sending to Quickbooks for the bookkeeper
Contractor and employee onboarding into payroll/payment systems
Email communication and follow-up regarding who got paid, when, and following up if payments were not received
Proactively communicating to the Owner any discrepancies, patterns, or concerns related to payroll or contractor payments
W2 and 1099 creation and distribution at year-end

bill payment as needed
following up on invoices on a weekly or more frequently as needed
reaching out to clients regarding past-due payments
other administrative financial tasks:

following up on check deposits, refunds, and transactions questions the owner may have
completing financial documents as requested by the owner
we are looking to hire by the end of the year, with interviews starting this week. Thank you.

Job Types: Full-time, Part-time, Contract

Category Admin Support
Subcategory Virtual Assistant
Project size Medium
Is this a project or a position? Project
Required availability As needed

Delivery term: Not specified

Skills needed