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Admin Assistant & Bookkeeper for an Accounting Firm
Overview
Job Title: Administrative & Executive Assistant with Bookkeeping Knowledge
Location: San Diego, CA (1-2 hours a week in person and remote)
Type: Part-Time (with potential to grow into Full-Time)
Pay Range: $20–$23 per hour
Schedule: Flexible
About Us
We are a fast-growing outsourced bookkeeping firm specializing in supporting small service-based businesses. We deliver clarity, organization, and financial strategy to our clients, allowing them to make confident business decisions. We’re seeking a reliable and detail-oriented professional to support both our internal operations and client bookkeeping needs.
Position Summary
We are looking for a proactive and organized Administrative & Executive Assistant with working knowledge of bookkeeping and QuickBooks. This hybrid role supports the firm’s leadership with scheduling, communication, and operational tasks while also assisting with client bookkeeping projects and internal financial organization.
Your mission is to ensure my time reflects my priorities — including business, creativity, wellness, and most importantly, family. You’ll work closely with me each week to map out a balanced calendar, plan logistics, block focused work and learning time, and coordinate key activities. This role is ideal for someone who is resourceful, detail-oriented, and thrives on bringing order and flow to a dynamic schedule.
This position starts as part-time with a flexible schedule and the potential to move into a full-time role based on performance and company growth.
Key Responsibilities
Administrative & Executive Support:
Manage calendar, appointments, and reminders for leadership team
Proactively plan and structure weekly schedules that reflect business and personal priorities
Coordinate logistics for meetings, travel, and events
Draft, edit, and send professional communications on behalf of leadership
Assist in creating SOPs, forms, proposals, and client documents
Maintain organized digital filing systems (Google Drive, etc.)
Support onboarding of new clients and gathering documentation
Bookkeeping Support:
Enter and categorize transactions in QuickBooks Online
Assist in bank and credit card reconciliations
Help prepare monthly financial reports and client deliverables
Review and collect W-9s; assist with 1099 prep as needed
Support accounts payable/receivable tracking
Monitor task lists for open bookkeeping items
What You Bring
Proven experience as an Executive or Personal Assistant, with a strong focus on calendar and time management
Excellent written and verbal communication skills
High emotional intelligence and awareness of family and lifestyle dynamics
Ability to plan ahead, anticipate needs, and navigate a changing schedule with ease
Strong organizational skills and attention to detail
Experience with QuickBooks Online and general bookkeeping tasks
Tech-savvy and comfortable using G-Suite, Slack, and task/project management tools (e.g., Asana, ClickUp)
Bonus: Familiarity with Dubsado or other CRM systems
How to Apply
Please send your resume and a brief introduction explaining your background and interest in the position