Light Bookkeeping& Administrative Assistant

Job Title: Light Bookkeeping and Administrative Assistant Location: Fully Remote — Kenya-based team member supporting a U.S.-based CPA firm Type: Part-Time, 20 hours per week Schedule & Availability: Must be available during Eastern Time morning hours, either 7:00 a.m.–11:00 a.m. or 8:00 a.m.–12:00 noon Eastern Standard Time. Terms of Engagement: 6-month contract, renewable based on performance, business need, and mutual fit This role is designed for a high-caliber administrative professional with bookkeeping knowledge who can help keep client communication, inbox activity, workflow items, and recurring firm tasks moving efficiently. The role is administrative first, with light bookkeeping and QuickBooks-related support included as the candidate learns the firm’s systems and workflows.The ideal candidate is more than a task-doer. This person should be able to manage up,anticipate needs, organize a busy inbox, triage client communication, protect the CEO’s time, and ensure the right information gets to the right person at the right time. Our client is looking for a trusted administrative partner who can help create structure, reduce bottlenecks, and support smoother communication across the organization Position Overview The Bookkeeper & Administrative Assistant will provide strategic administrative support,inbox management, calendar coordination, workflow tracking, and light bookkeeping support. The highest priority for this role is strategic inbox management and email triage. The assistant will help review incoming communication, identify what needs urgent attention, respond to or draft replies where appropriate, route items to the correct team member, and ensure important client requests do not get lost.This role also includes calendar organization, project tracking, firm workflow coordination, and selected bookkeeping-related tasks. However, this person should be comfortable with QuickBooks, bookkeeping terminology, receipts, transaction details, and basic client bookkeeping support so they can help move routine items forward. Key Responsibilities 1. Strategic Inbox Management & Email Triage ● Act as a primary gatekeeper for the CEO’s email inbox. ● Review incoming emails and organize them by urgency, importance, client need, and required action. ● Identify messages that require: ○ Immediate CEO attention ○ Team follow-up ○ Client response ○ Administrative handling ○ Bookkeeping-related action ● Help separate urgent and important items from routine, non-urgent, or low-value communication. ● Create high-quality email drafts and response templates to ensure quick and professional communication. ● Handle administrative, logistical, or routine client questions independently when appropriate and within training guidelines. ● Route bookkeeping-related requests, receipts, transaction details, client documents, or follow-up items to the appropriate team member. ● Fast-track critical client needs, tax notices, urgent deadlines, high-priority complaints, or time-sensitive inquiries. ● Reserve non-urgent matters for structured review meetings or planned follow-up. ● Maintain clean inbox workflows so communication is organized, searchable, and actionable. ● Help ensure client confidence is maintained through professional, clear, and timely written communication. 2. Calendar Optimization & Executive Support ● Manage and organize the CEO’s calendar to support client consultations, priority projects, recurring reviews, and focused work time. ● Help protect the CEO’s schedule from unnecessary meetings, distractions, or low-priority requests. ● Schedule meetings, client calls, internal check-ins, and follow-up items as directed. ● Prepare agendas, notes, background context, and open action items ahead of 1:1 sessions or review meetings. ● Help structure the CEO’s day by identifying the top priorities, urgent items, and key follow-ups requiring attention. ● Support a morning workflow that gives the CEO visibility into what needs to be addressed that day. ● Track calendar-related commitments and ensure follow-up tasks are captured after meetings. ● Help the CEO stay focused on high-value advisory, leadership, and client-facing activities. 3. Project Tracking & Workflow Coordination ● Monitor short-term and long-term firm deliverables, including client follow-ups, tax-related dates, onboarding tasks, and monthly bookkeeping close cycles. ● Maintain visibility into open items, pending requests, assigned responsibilities, and approaching deadlines. ● Track workflow friction points and alert the CEO or team before deadlines are affected. ● Help ensure client requests, receipts, transaction clarifications, file reviews, and administrative tasks are not missed. ● Create and maintain simple systems, task lists, status trackers, or checklists to keep work organized. ● Support continuous progress on important but non-urgent activities to prevent bottlenecks and last-minute pressure. ● Coordinate with bookkeepers, account managers, and internal team members as needed. ● Help move work from the CEO’s inbox into the correct workflow, team member, system, or next action. 4. Light Bookkeeping & QuickBooks Support ● Support selected bookkeeping-related tasks as training and access are provided. ● Assist with basic data entry, receipt uploads, transaction clarification, and supporting documentation. ● Use QuickBooks Online to help update routine client bookkeeping information when appropriate. ● Upload receipts, documents, or client-provided information to the correct client file or bookkeeping workflow. ● Enter basic transaction notes or supporting details when sufficient client information is provided and guidelines are clear. ● Assist with monthly bookkeeping close support, reconciliations, and accounts payable or receivable tasks when assigned. ● Help gather missing information from clients or route unclear bookkeeping items to the correct team member. ● Ensure bookkeeping support is handled carefully and in alignment with internal firm quality standards. ● Escalate unclear, complex, sensitive, or judgment-based accounting questions to the CEO or appropriate team member. ● Understand that this role is not expected to independently prepare tax filings, provide accounting advice, or operate as a CPA. 5. Client Communication & Administrative Follow-Up Client communication will be handled primarily through email. ● Communicate professionally with clients using clear, warm, and accurate written communication. ● Draft and send routine client follow-ups as directed. ● Request missing documents, receipts, transaction details, or clarification from clients using approved language and firm standards. ● Maintain a professional communication style that reflects well on the firm. ● Recognize when a client matter should be escalated due to urgency, sensitivity, complaint risk, or technical complexity. ● Support client onboarding tasks, document collection, file setup, and recurring administrative reminders. ● Help ensure clients receive timely responses and know their requests are being handled. ● Maintain discretion and confidentiality when handling financial, tax, ministry, and business information. 6. Firm Operations & Administrative Support ● Support day-to-day administrative tasks that help the firm operate smoothly. ● Organize digital files, client documents, notes, follow-up items, and recurring workflows. ● Maintain clean records in Google Workspace and other approved systems. ● Assist with process documentation, email templates, checklists, and workflow improvements. ● Help turn unstructured communication, inbox activity, or scattered requests into organized systems. ● Support internal team communication and follow-up. ● Assist with special projects, operational planning tasks, and recurring administrative needs as assigned. ● Use technology and approved tools to improve efficiency, consistency, and communication. Requirements Required Qualifications ● Bachelor’s degree or diploma in Business Administration, Finance, Accounting, or a related field preferred. ● 3+ years of relevant experience in administrative support, executive support, virtual assistance, operations support, bookkeeping, accounting support, or financial operations. ● Strong proficiency in QuickBooks Online. ● Working knowledge of bookkeeping concepts, basic accounting workflows, document collection, and bookkeeping close processes. ● Strong written English communication skills, especially for professional email communication, client follow-up, and drafting professional responses or templates. ● Experience managing inboxes, client communication, administrative workflows, executive support tasks, and task management systems. ● Strong organizational skills with the ability to manage multiple open items, prioritize by urgency and business impact, and maintain reliable follow-through. ● Comfortable managing up and helping a senior leader stay focused, organized, and on track. ● Strong attention to detail and accuracy, especially when handling financial, tax, client, and business information. ● Professional judgment, discretion, and confidentiality when communicating with clients and handling sensitive information. ● Comfort using Google Workspace, including Gmail, Google Drive, Google Docs, Google Sheets, and Google Calendar. ● Ability to work independently in a remote environment while asking clear questions,identifying missing information, and escalating appropriately. ● Experience creating checklists, SOPs, trackers, and repeatable administrative systems. ● Comfortable supporting a U.S.-based professional services firm and working with a leader who moves quickly and values proactive follow-through. Preferred Qualifications ● CPA, ACCA, or equivalent professional certification ● Prior experience supporting a CPA firm, bookkeeping firm, accounting practice, tax practice, or financial services business. ● Experience with Financial Sense or willingness to learn it as the firm adopts the platform. ● Experience supporting Christian ministries, nonprofits, churches, or mission-driven organizations is a plus. Tools & Systems Candidates should be comfortable using or learning: ● Google Workspace ● Gmail ● Google Calendar ● Google Drive ● Google Docs ● Google Sheets ● QuickBooks Online ● Task management or workflow tracking tools ● Financial Sense, preferred but not required ● Email templates and inbox workflow systems ● Microsoft Office, where needed ● Remote communication tools ● AI tools, where approved, for drafting, summaries, organization, and workflow support Work Style & Personal Attributes The ideal candidate is: ● Proactive — anticipates needs and takes initiative before being asked repeatedly. ● Highly organized — enjoys turning busy inboxes and scattered workflows into structured systems. ● Detail-oriented — handles client information, bookkeeping details, and follow-up items accurately. ● Professional — communicates clearly and represents the firm well in writing. ● Discreet — understands the importance of confidentiality in accounting, tax, and client service work. ● A strong manager-up — helps the CEO stay focused, prepared, and aligned with priorities. ● A natural gatekeeper — knows how to protect leadership time while keeping client service strong. ● Process-minded — enjoys building systems, templates, checklists, and repeatable workflows. ● Reliable — follows through consistently and keeps commitments. ● Calm under pressure — can identify urgency without becoming scattered. ● Client-service minded — understands that timely, clear communication builds trust. ● Flexible — willing to support both administrative and light bookkeeping needs as the role grows. ● Tech-savvy — able to learn new systems and use tools efficiently. Equipment Requirements ● Personal laptop or desktop computer, phone, and high-quality headset. ● Reliable high-speed internet connection suitable for daily remote work. ● Willingness to upgrade internet or devices if required. ● Willingness to follow any required device, security, monitoring, or data protection protocols related to sensitive information. Benefits Compensation & Benefits ● Competitive Salary ● Performance raises ● Remote work flexibility ● Opportunity to work with a diverse, dynamic team ● Career growth potential