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We are seeking a highly organized, professional, and dependable Administrative Assistant / Executive Assistant to support a busy professional office. This position is ideal for someone with strong administrative and accounting experience who is comfortable working independently, interacting with clients, and learning new systems quickly.

The successful candidate will be a confident communicator, highly computer savvy, detail-oriented, and able to hit the ground running in a fast-paced environment.

Key Responsibilities

• Provide administrative and executive-level support
• Provide front desk coverage and answer/direct incoming calls
• Greet and assist clients professionally
• Manage appointments and scheduling
• Process Accounts Payable and Accounts Receivable
• Process invoices and assist with check runs
• Prepare bank deposits and assist with other accounting-related tasks
• Manage office supplies and general office needs
• Maintain organized records and documents
• Communicate professionally with clients, vendors, and other contacts
• Use QuickBooks for accounting and bookkeeping functions
• Potentially assist with client bookkeeping based on experience
• Handle confidential information appropriately
• Learn and follow office procedures, workflows, and internal systems
• Use technology and AI tools to improve efficiency when appropriate

Required Qualifications

• Previous experience in a professional office environment
• Strong written and verbal communication skills
• Excellent grammar and spelling
• Strong organizational and time-management skills
• Ability to work independently and take initiative
• Ability to learn new systems and processes quickly
• Strong Microsoft Office skills, including:
  • Outlook
  • Excel
  • Word
• Strong overall computer skills
• Ability to interact professionally with clients
• Ability to handle multiple priorities and meet deadlines

Preferred Qualifications

• Executive Assistant or Administrative Assistant experience
• Accounting or bookkeeping experience
• Accounts Payable/Accounts Receivable experience
• QuickBooks Desktop and/or QuickBooks Online experience
• Experience with ShareFile or similar document-management systems
• Experience using Claude, ChatGPT, or other AI tools
• Experience in a CPA, accounting, tax, or professional services environment
• Bilingual English/Spanish is a plus, but not required

Schedule

The regular schedule is four 9-hour days, 7:00 AM–5:00 PM, with Fridays off.

During September and October, additional Friday hours/overtime may be required due to extension season. During tax season, the office may remain open until noon on Fridays, with a 40-hour workweek and overtime as needed.

Ideal Candidate

The ideal candidate is someone who is professional, confident, organized, computer savvy, and a fast learner. You should be comfortable taking initiative, managing responsibilities independently, and communicating with clients in a professional manner.

This is an excellent opportunity for an experienced administrative professional who enjoys a combination of executive support, accounting, client service, and office management responsibilities.

Pay: Up to $25.00/hour, depending on experience.

Commitment to Diversity: As an equal opportunity employer committed to meeting the needs of a multi-generational and multicultural workforce, Key Staffing recognizes that a diverse staff, reflective of our community, is an integral and welcome part of a successful and ethical business. We hire local talent at all levels regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation, or disability and actively foster inclusion in all forms both within our company and across interactions with clients, candidates, and partners. 

If this position caught your eye, send us your resume! For best consideration, include the job title and source where you found this position in the subject line of your email to knegrete@hirekeystaff.com