Position Overview

Location: Would prefer someone that can work PST. Employment Type: Full-Time (Part-time to start). Hourly Rate: $23–$27/hour (based on experience). We’re looking for a proactive, detail-oriented, and highly organized Personal/Administrative Assistant to support the owners across multiple companies. In this role, you’ll manage inboxes, calendars, and task lists; assist with day-to-day business operations; and handle a variety of personal tasks. If you anticipate needs, communicate clearly, and enjoy solving problems, we want to hear from you!

Key Responsibilities

• Manage multiple inboxes and calendars, ensuring timely responses and scheduling.
• Track and maintain dynamic to-do lists and proactively push tasks forward.
• Organize digital files, cloud storage, and internal task systems.
• Draft and prepare emails, correspondence, and reports.
• Support client onboarding/offboarding, including engagement letter preparation and tracking.
• Attend meetings, take notes, and follow up on action items.
• Download and enter invoices into QuickBooks, spreadsheets, and tracking systems.
• Track payment approvals and follow up as needed.
• Contact vendors to confirm bill statuses; process payments online or by phone.
• Reconcile financial data in Google Sheets, Excel, and Airtable.
• Organize and maintain bank and credit card statements.
• Collect and track vendor W-9 forms.
• Maintain insurance records and vehicle schedules.
• Ensure compliance-related documentation is current and accurate.
• Communicate regularly via Slack to manage tasks, projects, and updates.
• Use internal documents and tools to keep notes and follow-up items organized.
• Coordinate team tasks and support accountability across multiple projects.

Required Qualifications

• Exceptionally organized – Able to juggle multiple priorities without missing details.
• Proactive – Anticipates needs and drives tasks to completion.
• Tech-savvy – Quickly adapts to new tools and applications.
• Clear communicator – Ensures smooth follow-ups, calls, and reminders.
• Flexible – Comfortable in fast-paced, ever-changing environments.
• Reliable – Handles sensitive matters with discretion and professionalism.

To Apply

Please complete our Pre-Assessment Form here: https://forms.gle/h2ZzzqeL8syFTH5G7. Note: Only applicants who complete the form will be considered.