Administrative Assistant — [15–25 hrs/week, Remote]

The Role

Your Numbers Person is a remote bookkeeping and financial-ops advisory firm serving creative agencies, law firms, and other professional-services businesses.

We’re seeking a Virtual Bookkeeping & Administrative Assistant to support internal bookkeeping, client billing, proposal management, and related operational tasks. You’ll work directly with the firm’s founder, to keep the financial and administrative side of the business running smoothly.

This role is ideal for an organized, detail-oriented, and tech-savvy professional who enjoys variety and wants flexible, meaningful part-time work with room to grow.

Must-Have Responsibilities

Bookkeeping Support (QuickBooks Online)

• Categorize transactions and maintain accurate books for the firm
• Allocate expenses for job costing (training provided)
• Reconcile accounts monthly and prepare internal reports
• Set up weekly payroll for the firm (via Gusto) and code payroll transactions in QuickBooks Online
• Manage receipts through Dext
• Support clean, organized recordkeeping for all financial activities

Ignition Support

• Prepare client proposals and engagement letters
• Maintain the service library and pricing templates in Ignition
• Handle any manual billing or billing errors within Ignition

Client Onboarding Support

• Track signed proposals and ensure clients are properly onboarded
• Set up internal file structure for new clients
• Ensure the team stays on schedule and has regular check-ins with clients

Marketing Support

• Drive progress on email marketing campaigns, including list management and developing content
• Work with the owner and website manager to update the website
• Help with social media posts

Nice-to-Haves

• Help identify and implement systems to streamline scheduling and external communications
• Potential to expand into process documentation or ClickUp SOP updates as the role evolves

Tools We Use

• Zoom – work meetings with cameras on
• QuickBooks Online – bookkeeping, reconciliations, reporting
• Gusto – payroll
• Dext – receipt management software
• Ignition – proposals, billing, service management
• Google Workspace (Gmail, Drive, Sheets, Docs)
• ClickUp – task management and internal tracking
• Slack – team communication
• Loom – video walkthroughs and feedback
• ConvertKit (potential marketing support)

Compensation & Logistics

• Competitive, commensurate with experience
• Available at least 2 hours during 9-5PM EST on weekdays
• W-2 Employee, Starting November/December 2025

How to Apply

Please submit to karen@yournumbersperson.com your resume and a short cover letter or note that includes:

• Why this role interests you
• Your relevant skills and experience
• Begin your cover letter with the sentence “I love numbers.”
• Your preferred weekly hours and availability