Administrative Assistant

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Administrative Assistant – Book Werkz
Position: Administrative Assistant
Location: Remote
Hours: 15-20 hours per week -Must be available during 9am-3pm CT
Compensation: $600 per month

About Book Werkz:
Book Werkz is a boutique bookkeeping and financial services firm dedicated to helping small businesses gain clarity and confidence in their financials. We go beyond standard bookkeeping by providing reliable, accurate, and strategic financial services that empower entrepreneurs to make informed decisions. At Book Werkz, we treat every client’s business as if it were our own, ensuring consistency, integrity, and exceptional service in everything we do.
Hillary Johnson, our founder and CEO, leads with precision and passion, and we are seeking an Administrative Assistant to support the smooth operation of the business, streamline systems, and enhance the client experience.

Position Overview:
The Administrative Assistant will work closely with Hillary to manage daily operations, client communication, financial workflows, and administrative tasks that keep Book Werkz running efficiently. This individual will play a crucial role in ensuring organization, compliance, efficiency, and seamless client interactions in a financial services environment.

Key Responsibilities:
1. Operations & Business Organization
Maintain and optimize business systems and processes for efficiency.
Keep all internal documentation, financial procedures, and SOPs up to date.
Research and recommend tools, software, and workflows to improve productivity and compliance.
Manage cloud storage systems and financial documentation organization.
Assist in compliance and regulatory documentation upkeep.
2. Client Support & Communications
Handle client onboarding, including sending contracts, setting up client financial folders, and ensuring proper documentation.
Manage and track client communications, ensuring timely responses and follow-ups.
Gather client testimonials at key points in their engagement.
Provide basic financial support by answering client inquiries related to invoicing, reports, or document submission.
Assist in preparing client-facing reports and presentations.
Publish End of Month Financials to Client Portal
3. Calendar & Email Management
Manage Hillary’s calendar, ensuring financial review meetings, tax preparation deadlines, and client consultations are scheduled efficiently.
Edit, reschedule, and confirm appointments as needed.
Check and respond to admin emails daily, handling client requests and forwarding messages as necessary.
Track deadlines for financial filings, compliance updates, and client reporting requirements.
Add Client Email Requests to Canopy.


4. Project & Task Management
Use project management tools (Canopy) to track and delegate tasks.
Build out timelines for financial reporting, client deliverables, and compliance-related deadlines.
Maintain a clear, organized system for tracking pending and completed financial projects.
Add emailed Client documents to the appropriate file in Canopy.
Work with accountants, tax professionals, and financial analysts to ensure all necessary documentation is collected and processed correctly.
5. Financial Admin & Bookkeeping Support for CEO
Assist with client invoice tracking, payment follow-ups, and financial documentation management.
Help compile and organize financial reports and prepare documentation for client reviews.
Support tax preparation processes by gathering necessary records and reports.
Maintain financial record-keeping standards to align with bookkeeping best practices.
6. Tech & Systems Management
Set up and manage financial automations through tools like Zapier, QuickBooks integrations, and CRM systems.
Assist in Canopy management, including setting up client resources, email sequences, and client portal updates.
Maintain and update the company website with minor edits and financial content updates.
7. Event & Travel Planning
Plan and coordinate logistics for financial webinars, speaking engagements, and networking events.
Source vendors, book travel, and create detailed itineraries for financial conferences or client meetings.
Organize and send client appreciation gifts and promotional materials.
8. Compliance & Financial Documentation
Maintain regulatory compliance tracking for bookkeeping and financial service industry requirements.
Ensure client confidentiality protocols are strictly followed in all document handling.
Track key deadlines for tax payments, financial filings, and compliance updates.

Expectations & Communication:
Maintain honest and transparent communication.
Operate with attention to detail, ensuring accuracy in financial documentation and organization.
Take initiative and offer ideas for streamlining processes and improving business operations.
Respond to emails and Slack messages in a timely manner.
Be proactive in identifying inefficiencies and suggesting new approaches.

Daily Tasks:
Check and respond to admin emails.
Upload client financial reports to Canopy.
Send daily priorities in Slack.
Monitor and update project tasks.
Organize email inbox by deadlines.
Communicate timelines with clients.
Respond to client inquiries related to bookkeeping and financial processes.
Weekly Tasks:
Offer insights on workflow improvements and new automation possibilities.
Research and recommend financial tech/system upgrades.
Review and track financial project progress.
Assist in reconciling financial documentation.
Monthly Tasks:
Review client contracts and notify Hillary of upcoming renewals.
Update the website with new financial resources or industry-related insights.
Audit SOPs and ensure documentation is current.
Compile and send monthly financial performance reports.
As-Needed/Ongoing Tasks:
Create and update SOPs for financial workflows.
Assist with financial client onboarding.
Handle testimonial requests at mid-point and end of client contracts.
Manage secure document sharing for tax preparation and financial planning.
Project-Based Tasks:
Website updates and content management for financial resources.
Financial webinar and masterclass setup, including email sequences and landing pages.
Designing basic graphics for financial reports or marketing materials.

What We’re Looking For:
Experience: Previous administrative, operations, or client support experience in a financial, bookkeeping, or professional services firm.
Skills: Exceptional organization, time management, and attention to detail.
Tools: Experience with QuickBooks, Canopy Tax (or similar project management tool), Slack, Google Workspace, and CRM tools.
Mindset: Proactive problem-solver with a passion for efficiency and client success in the financial industry.

What We Offer:
A flexible, remote work environment.
The opportunity to work directly with a financial industry expert and contribute to the growth of a mission-driven company.
A role that allows for creativity, innovation, and continuous learning in the financial sector.

How to Apply:
If you thrive in a dynamic, detail-oriented role and love supporting financial operations, we want to hear from you! Please submit your resume, a brief cover letter to Upgrade to see actual info