Executive Administrative Assistant

Job Title: Bookkeeping and Administrative Assistant Location: Traverse City Job Type: Full-time (On-site) Reports To: Business Operations and HR Manager Job Purpose The Bookkeeping and Administrative Assistant keeps Fustini’s headquarters running, everyone communicating, and keeps the books accurate. The role carries two distinct accountabilities: day-to-day bookkeeping across four retail stores, online, reseller and corporate gifting; and administrative support to the leadership team. It requires a high standard of accuracy, absolute confidentiality with payroll, wage, banking and personnel information, strong time management, and clear communication. A strong ability to take charge and meet tight deadlines will ensure success in this multi-faceted role. Job Duties and Responsibilities Administrative Support Manage calendars, scheduling and time prioritization for President, Business Operations & HR Manager, Marketing Director, and Owner Handle and route communications, including emails, calls, and internal/external correspondence Coordinate travel arrangements, itineraries, and accommodations as it aligns with company-wide events, off-sites, retreats, and workshops Arrange meetings, including room bookings, materials preparation, meals and other logistics Prepare and edit reports, presentations, meeting documentation, and other executive materials as identified by leadership Conduct research and compile information for decision-making or strategic planning as requested Assist with special projects and track progress on executive action items Support general office management to maintain smooth daily operations Fulfill weekly administrative tasks including mail retrieval, banking deposits, supplies ordering, and office upkeep and organization Maintain personnel filing and employee request tracking through the HRM system Support leadership in gathering, sorting and verifying information from various sources, and transforming those metrics into clear, structured formats on identified dashboards, including the weekly EOS L10 scorecard Assist in tracking business operational budgets, such as Employee Perks Customer Service and Account Support Serve as a first point of contact for inbound customer calls, voicemails and email inquiries; own each one through to resolution rather than passing it along Support orders end to end: entry, status, changes, shipping and tracking, returns, replacements and damage claims Support Corporate Gifting clients: quotes, order entry, personalization and proof approval, multi-address ship-to lists, delivery deadlines and payment terms Support Reseller accounts: order entry, current price lists, product availability and backorders, freight coordination with fulfillment, new account setup, W-9s and sales tax exemption certificates Resolve billing questions on the accounts this role invoices — short ships, credits, disputed charges — and carry the correction through to a clean invoice Absorb the Q4 corporate gifting peak, when order volume and delivery deadlines concentrate Escalate on a defined path to the correct owner: Business Gifting Coordinator for gifting program decisions, Reseller Program Owner for reseller pricing and terms, Marketing for anything reputational or public-facing and any additional utilizing the internal Accountability Chart Surface recurring issues and root causes to leadership rather than resolving the same problem repeatedly Bookkeeping Enter and code accounts payable; manage vendor bills, W-9s and payment runs for approval Prepare and issue accounts receivable invoices for the Reseller and Corporate Gifting channels, and follow up on aging balances Reconcile daily sales and deposits across all retail locations and the online store Perform monthly bank, credit card and merchant-processor reconciliations Support month-end close: accruals, prepaid schedules and journal entries prepared for review Prepare and file sales and use tax returns for each jurisdiction on schedule Maintain the chart of accounts and vendor records in QuickBooks Online Assemble year-end 1099 filings and provide the CPA with requested schedules and support Reconcile timekeeping in WhenIWork for payroll Coordinate with the outside accounting firm Scope boundary: this role prepares, enters and reconciles. It does not issue financial statements, set accounting policy, or own the CPA relationship Core Competencies Accuracy and Attention to Detail — Produces work that reconciles the first time and catches discrepancies before they compound. Confidentiality and Discretion — Handles payroll, wage, banking and personnel information with absolute discretion. Deadline Ownership — Owns a recurring calendar of obligations (month-end close, tax filings, payroll cutoffs) and meets them without being prompted. Systems Proficiency — Learns and works confidently across QuickBooks Online, the retail POS, and HR and scheduling systems. Service Orientation — Treats store managers and vendors as internal customers; responsive, with consistent follow-through. Ownership to Completion — Takes an inquiry from first contact to resolution, keeps the customer informed, and closes the loop without needing to be chased. Cross-functional Collaboration — Works effectively across departments to align priorities and resolve competing demands. Communication — Clear, confident, and professional in both written and verbal communication with all levels of the organization. Adaptability — Comfortable navigating ambiguity in a growing, entrepreneurial environment. Qualifications 2+ years of bookkeeping or full-charge bookkeeping experience, ideally in a retail, restaurant or multi-location business Customer service, inside sales or account support experience by phone and email, ideally B2B Comfort with order management in Shopify and with wholesale or B2B ordering workflows Proficiency with QuickBooks Online, Google Workspace and Microsoft Office (particularly Excel); working familiarity with iSolved (the HRIS of record), WhenIWork, Shopify, Wrike, the retail POS, and UPS or a comparable shipping platform Comfort with budget tracking and variance reporting; able to explain what a number is and where it came from Familiarity with EOS or similar business operating frameworks is preferred Valid Michigan driver’s license and a clean driving record (the role makes bank deposit runs) Successful completion of a background and credit check, required for banking access and QuickBooks Online permissions Associate’s degree in accounting, business or a related field, or equivalent bookkeeping experience; Bachelor’s preferred Working Conditions Primarily an office-based role Physical Requirements: primarily desk-based work. Occasional lifting of 20-50 lbs (supplies, mail, deliveries). Sitting for long periods. Regular local driving for banking and postal runs Availability: Occasional holidays and early evenings Pay Rate and Total Rewards Compensation $21 to $25 per hour, full time, 40 hours per week Annual Review with opportunity for pay step increases Paid time off and holidays Benefit Eligibility: Health Insurance, Vision and Dental, Simple IRA Fustini’s Employee Perks Quarterly Bonus Opportunities based on store and company performance Employee Assistance Program (EAP) Training and Continued Education Budget Expectations Participate in weekly EOS L10 meetings; gather and post scorecard measures ahead of each meeting Maintain segregation of duties: this role prepares and enters transactions; Business Operations and HR Manager reviews and approves payments and journal entries before they post Champion Fustini’s culture and standards in every internal, store and vendor interaction Raise discrepancies immediately rather than working around them #J-18808-Ljbffr Fustini's Oils & Vinegars