Executive Assistant/Bookkeeper

Job Description

Job Description

Schedule: Flexible hours/days between 9:00 AM – 5:00 PM M-Fr 15-20 hrs per week

Job Summary

We are seeking a reliable and organized part-time person to provide essential administrative support and perform light bookkeeping duties in our office. The ideal candidate will handle day-to-day office operations including correspondence, filing, ordering supplies, coordinating travel plans, and maintaining basic financial records with accuracy and confidentiality.

Key Responsibilities

Administrative Support

• Manage incoming and outgoing correspondence (email and mail)

• Prepare, edit, and format letters, memos, reports, and other documents

• Maintain organized physical and digital filing systems

• Schedule appointments and maintain calendars

Light Bookkeeping

• Record and categorize basic financial transactions (accounts payable/receivable support)

• Process invoices, expense reports, and simple reimbursements

• Assist with bank reconciliations and maintain accurate financial records

• Prepare basic reports and support month-end processes as needed

• Handle petty cash and track office-related expenses

Ordering & Inventory

• Monitor office supply levels and place orders as needed

• Coordinate purchasing of supplies, equipment, and other office materials

• Track deliveries and maintain simple inventory records

Travel Planning

• Arrange travel itineraries including flights, hotels, transportation, and meetings

• Prepare travel expense reports and ensure compliance with company policies

• Coordinate logistics for business trips and events

Other Duties

• Provide general administrative support to staff and management

• Maintain confidentiality of sensitive information

• Perform other related duties as assigned

Qualifications

• High school diploma or equivalent required; associate degree or relevant certification preferred

• Previous experience in administrative support, secretarial work, or light bookkeeping preferred

• Proficiency with Microsoft Office (Word, Excel, Outlook), Google, and basic accounting software or spreadsheets

• Strong organizational skills and attention to detail

• Excellent written and verbal communication skills

• Ability to multitask, prioritize, and work independently

• Discretion and professionalism in handling confidential information

• Ability to work on-site

Preferred Skills

• Experience with accounting software (e.g., QuickBooks, Peachtree, Excel )

• Familiarity with travel booking platforms

• Knowledge of office management best practices

Compensation

• Hourly Rate: $18 – $25 per hour, commensurate with experience.