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Administrative/Personal Assistant
Overview
Location: Remote – US Based – Pacific or Mountain Time Zone
Employment Type: Part-Time remote flexible schedule
Hours: 20 – 25 hours weekly. During Pacific Time business hours primarily.
About Us
We are a well-established, small, remote business advisory and accounting firm dedicated to providing bespoke outsourced financial services to small to medium-sized businesses. We are focused on the construction/build industry but also support other small businesses.
Our Company Vision is “To provide financial fitness and peace of mind for our clients to drive their ideas, inspirations, and goals into successful results.” To accomplish this, we follow a 7-point Mission.
If you’re looking to join a supportive, collaborative company culture, you’ll love becoming a Sherrington Frog (yes, we have a mascot)! Long-term growth opportunities exist as we continue to grow. As a woman-owned business, we support women who wish to balance work with family life. Additionally, we believe in empowering women financially and offering financial mentorship.
Position Summary
We are seeking a highly organized, proactive, and detail-oriented Administrative/Personal Assistant to work closely with the CEO, supporting her both in the business and in her personal life. This role is pivotal in ensuring the firm’s smooth functioning by managing administrative tasks, such as email and meeting scheduling, and serving as a liaison between the owner, clients, vendors, and team members. This position will be responsible for keeping up both the company’s and the CEO’s personal accounting in QuickBooks Online.
Administrative Assistant – Key Responsibilities
- Complete all company accounting in QuickBooks Online, except payroll.
- Manage the CEO’s calendar, including confirming client meetings are scheduled, and making travel arrangements.
- Oversee the company inbox, handle email correspondence, and respond to inquiries on behalf of the owner.
- Track tasks using our project management system, Wrike.
Marketing support including:
- Monitoring the company’s QuickBooks ProAdvisor listing and testimonial follow-up.
- Assist with onboarding clients and maintaining up-to-date client contracts.
- Participate in internal Teams meetings and follow up on action items.
- Support the accounting team with administrative tasks.
- Assist with internal IT needs and coordinate with external IT company, including security oversight and other special projects as needed.
- Maintain confidentiality and handle sensitive information with discretion.
- Perform general office management duties including ordering supplies, organizing digital files, and liaising with vendors.
- Personal Assistant – Key Responsibilities
- Manage the CEO’s personal accounting in QuickBooks Online.
- Monitor payment deadlines and ensure all payments are made on time.
- Complete weekly cash flow reports and process bill payments.
- Transfer funds between accounts as directed.
- Handle confidential personal information separately from business information.
- Improve processes by incorporating checks and balances, and creating procedures.
Qualifications
- Minimum two years’ experience as an administrative assistant, or similar role.
- Basic competency or higher in QuickBooks Online required.
- Proficiency in Microsoft Office Suite, including the use of CoPilot, is required.
- Obsessive attention to detail.
- Strong organizational and time-management skills.
- Excellent written and verbal communication abilities.
- Ability to work independently and prioritize tasks for both roles.
- High level of professionalism, confidentiality, and discretion.
- Comfortable learning and adapting to new digital tools and systems.
- Familiar with Wrike, Knuula and Loom (or similar platforms).
If this role sounds like a good fit, we encourage you to apply via the provided link. We’re reviewing applications and scheduling interviews on a first-come basis, so early applications are strongly encouraged. The application window closes on 11/26/2025.