takemytasks (formerly DaftCo) is a leading provider of premium virtual assistant services,connecting businesses across various industries with highly skilled and dedicated professionals.
We pride ourselves on our commitment to excellence and our ability to empower our clients toachieve their goals.
Job title: Executive Assistant & Bookkeeper
Position Type: Full-Time
Job Type: 1099 Contractor Role
Location: Primarily work from home, with occasional travel to Perry as needed
Hourly Rate: $18/hr
Job Overview
We are seeking a highly organized, assertive, and detail-oriented Executive Assistant & Bookkeeper. In this role, you will act as the operational engine, taking full ownership of calendar management, workflow accountability, administrative tasks, and day-to-day bookkeeping.
The ideal candidate is comfortable providing proactive follow-ups and high-level accountability actively keeping the executive on schedule, nudging on impending deadlines, and ensuring core administrative and financial operations run smoothly without constant supervision.
Key Responsibilities:
Executive Support & Workflow Accountability
Daily Briefings & Debriefs: Run brief daily check-ins to review priorities, clear bottlenecks, and align on urgent tasks.
Proactive Schedule & Time Management: Monitor the executives daily schedule in real time, issue gentle prompts for upcoming meetings, and guard time blocks for deep work.
Task & Deadline Tracking: Continuously nudge the executive to ensure project milestones are met on time.
Inbox & Communication Triage: Draft responses, flag urgent client/team messages, and organize incoming communications so the executive only focuses on high-priority items.
Personal Assistant: Research and Communication with vendors and contractors regarding projects, light local travel for meetings (Tallahassee and surrounding 1.5 hour radius), training as needed, general administrative tasks.
Bookkeeping & Financial Administration
Transaction Categorization: Record and reconcile daily income and expenses in accounting software.
Accounts Payable & Receivable: Draft and issue client invoices, follow up on overdue payments, and schedule payments.
Receipt & Document Management: Collect, digitize, and match receipts and invoices to bank/credit card statements.
Financial Reporting: Prepare simple weekly and monthly financial summaries (cash flow snapshots, profit & loss summary, outstanding balances).
Administrative & Operational Operations
Travel & Event Coordination: Book flights, accommodations, and itineraries.
Standard Operating Procedures (SOPs): Document recurring administrative and financial workflows to streamline operations.
Ad-Hoc Projects: Coordinate research, administrative purchasing, and special operational initiatives as needed.
Qualifications & Requirements
Experience: 3+ years of experience as an Executive Assistant, Virtual Assistant, or Operations Assistant with dedicated bookkeeping duties.
Assertive Communication: Excellent spoken and written English with a firm, professional communication style; confident in keeping executives accountable without hesitation.
Financial Literacy: Solid understanding of basic accounting principles, double-entry bookkeeping, and bank reconciliation.
Tech Stack Proficiency:
Accounting: QuickBooks Online, Stripe, Wise or similar platform.
Communication & Calendar: Google Workspace, Google Calendar, Slack, Whatsapp.
Other Tools (Bonus): Familiarity with (link removed), Spreadsheets.
Core Traits: Exceptional attention to detail, high discretion with confidential financial data, and strong time-management skills.
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