Virtual Administrative Assistant & Bookkeeper

THE ROLE

We’re currently in search of an Administrative Assistant who will support the Operations Manager with the day-to-day internal operations of the business. We’re a growing consulting firm based out of Austin, TX, USA that helps enterprise technology companies solve complex commercial problems.

WHO ARE YOU?

You are an experienced administrative professional who excels at organization, systemization, and has a good understanding of business accounting. You are detail-oriented, process-driven, and capable of managing multiple tasks efficiently. You have strong communication skills and are able to work independently or with a team. You use AI as a tool to be efficient.

WHO ARE WE?

We are a non-hierarchical, diverse group of technology commercialization strategists, analysts, architects, and communicators. We believe clients achieve more when supported by talented people who have flexibility to chart their own career paths. Each member of our group is empowered to use their own experiences and intellectual curiosity as fuel to drive breakthrough performance for our clients.

Our guiding principles:

- We value diversity of experience, background, and generation.
- We commit to finding roles that flex to your life, not the other way around.
- We thrive on long-term relationships, mutual trust, and the desire to engage in good work.
- We are low ego, but our work is high quality.


THE DETAILS

Responsibilities include:
- Supporting the Operations Manager with day-to-day administrative tasks.
- Managing multiple calendars and scheduling meetings.
- Email management.
- Supporting with payroll and invoicing processes.
- Managing contracts, accounts receivable and vendor documents.
- Transaction reconciliation
- Creating and maintaining efficient and organized filing systems.
- Assisting with event coordination and planning.
- Learning and understanding new or complex systems.
- Improving existing systems with AI-based tools.

Qualifications include:
- At least 3 years of related experience or equivalent.
- Full-time; max of 40 hours per week (M-F).
- 8 am – 5 pm Central U.S. working hours.
- A strong command of written & spoken English.
- Highly capable of organization and accounting, or a good understanding of math and AR/AP.
- Strong logical faculties & an analytical mind.
- One year of demonstrated experience using AI-based tools to be more efficient
- Strong organizational skills & time management abilities.
- Detail and process oriented.
- Strong ability to troubleshoot and resolve issues.
- Prompt communication.
- A dependable computer.
- Dependable power connection and high-speed internet + backup hotspot.
- A typing speed of at least 40 WPM.
- Willingness to log hours and activity in Hubstaff; achieving a daily minimuUpgrade to see actual infotric.
- Honesty, and a commitment to candid communication — even when it’s hard.

Desired Skills:
- Experienced Administrative Assistant is preferred; experience Executive Assistants will be prioritized.
- Success in a role requiring organizational, problem-solving, and project management skills.
- Microsoft 365/Teams, Gsuite, Microsoft Office, Excel and Outlook.
- Chat GPT, CoPilot
- Experience with payroll and invoicing processes in QuickBooks and Gusto; Ramp a plus.
- Skilled and attuned with numbers/bookkeeping.
- Skilled at creating efficient and organized filing systems.
- Skilled at administrative assistant functions such as multiple calendar management, email management, accounts receivable, and vendor management.
- Experience with various SaaS platforms.
- Highly skilled at learning and understanding new or complex systems.


TO APPLY
Please submit the following in one shared Google drive folder. Applicants who fail to submit their applications in this format will not be considered:

1) Current Resume

2) Current Professional Headshot

3) Cover Letter addressing the following prompt:

Why This Role?:
Finally, tell us why you’re the best fit for this role. What excites you about working with our team, and how do your skills align with the responsibilities listed in the job description? 

4) *Bonus: Video Response to the cover letter prompt.