Light Bookkeeping & Administrative Assistant

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 inform