Administrative And Accounting Assistant

Estimated Hours: 2025 hours per week

Location: Elk Grove, CA

Pay Range: $35/hr to $38/hr

Position Overview: The Operations & Executive Coordinator provides administrative, financial, and operational support to company leadership and affiliated organizations. This role supports executive scheduling, financial documentation, HR administration, and office operations across multiple entities.

The company is experiencing fast growth. This position requires strong bookkeeping, organizational skills, discretion, attention to details and the ability to manage multiple priorities in a fast-paced environment. Some property management assistance experience is a plus.

This is a part-time role with potential for a full-time position, ideal for a highly organized professional who enjoys supporting leadership and improving operational efficiency.

Key Responsibilities

Executive Support (CEO and President)

• Manage executive calendars, meetings, and scheduling coordination.
• Assist with meeting preparation and coordination.
• Organize and track business licenses, insurance, and compliance documentation.
• Scan and organize business receipts and documents.
• Assist with document preparation, formatting, and editing (Word, proposals, RFP documents).
• Coordinate social media posts and employee communications.
• Assist with pickup or delivery of materials from local offices.

Financial & Accounting Support (Foundation)

• Manage American Express charges in QuickBooks (receipt collection, GL coding, entry).
• Enter accounts payable and maintain financial documentation.
• Assist with payroll reconciliation and payroll documentation.
• Maintain electronic financial files and minimize paper documentation.
• Assist with bank reconciliations and financial reporting.
• Maintain bookkeeping and reporting for the Foundation.
• Assist with tax document collection and organization.
• Support property tax and regulatory filing documentation.

HR & Administrative Support (HR Manager)

• Assist with payroll reporting and filing.
• Maintain employee documentation and HR records.
• Support annual training tracking and compliance documentation.
• Assist with new employee orientation preparation.
• Help coordinate open enrollment activities and benefits documentation.
• Prepare vacation accrual reports and maintain employee files.

Office Operations

• Manage office mail and administrative supplies.
• Coordinate water deliveries for the Utah office.
• Maintain office and apartment lease documentation.
• Assist with office facility coordination and vendor communications.
• Support planning of company events including the annual holiday party.
• Assist with office setup and administrative activities for new facilities.

Required Skills

• Strong Microsoft Office skills (especially Word and Excel)
• Familiarity with QuickBooks accounting software
• Excellent organization and document management
• Strong written communication
• Ability to maintain confidentiality
• Ability to manage multiple executives and priorities
• Ability to manage multiple calendars for multiple executives
• High-level of professionalism and discretion

Preferred

• 5-10 years administrative experience
• Experience with payroll systems
• HR administrative experience
• Nonprofit bookkeeping familiarity
• Social media coordination