Administrative Assistant

Location

Hybrid / Remote / 3639 Harbor Blvd. Ste. 201, Ventura, CA 93001

Administrative

Office Manager

Full-Time (32 hours per week)

Hourly, based on experience

The Administrative Assistant manages ongoing client engagements, ensures timely and accurate completion of administrative tasks, and maintains strong client relationships. This role involves overseeing executive schedules, conducting regular client and staff check-ins, and addressing inquiries professionally and promptly.

The Administrative Assistant will coordinate closely with the Recurring Team Lead and Office Manager to schedule client meetings, request documentation needed for project completion, and support the daily administrative operations of JR Bookkeeping. This position requires exceptional organizational skills, professionalism, attention to detail, and the ability to multitask in a fast-paced environment.

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Conserves executive time by routing correspondence, drafting letters and documents, collecting and analyzing information, and initiating communications.
• Plans, schedules, and maintains executive meetings, conferences, appointments, and travel arrangements.
• Represents company leadership professionally by attending meetings in the executive’s absence when requested.
• Welcomes guests and clients by greeting them and answering or directing inquiries appropriately.
• Maintains customer confidence and protects operations by keeping information confidential.
• Provides historical reference by utilizing filing and retrieval systems and recording meeting discussions and notes.
• Maintains professional and technical knowledge by attending workshops, reviewing publications, and participating in professional development opportunities.
• Contributes to team effort by accomplishing related tasks and supporting company goals as needed.
• Maintains the company’s professional image as the initial point of contact for visitors, clients, and incoming communications.
• Performs effective filing using accepted numerical and alphabetical organizational systems.
• Assists with special projects identified and authorized by the Office Manager or leadership team.
• Works collaboratively with the Office Manager to maintain a safe, organized, and efficient work environment.
• Performs administrative and office support activities as assigned and approved by the Office Manager.
• Coordinates with the Recurring Team Lead to schedule client meetings and request documentation required for work completion.
• Assists with maintaining accurate client records, scheduling systems, and internal administrative workflows.

• At least 1–3 years of proven customer service or administrative experience, preferably in an accounting or professional office environment.
• High school graduate or equivalent required.
• Bilingual English and Spanish is required.
• A criminal background check may be part of the selection process.
• Able to provide proof of insurance and a valid driver’s license.
• Proficient in software such as Microsoft Excel, Word, Google Suite, and Internet search capabilities.
• Ability to listen carefully, learn quickly, and adapt in a fast-paced environment.
• Strong organizational and multitasking abilities with the capability of managing 4–5 projects simultaneously.
• Able to handle multiple telephone lines and maintain professionalism under pressure.
• Ability to maintain and organize office equipment and materials to support a clean and efficient work environment.
• Able to prioritize tasks, work independently with minimal supervision, and meet deadlines.
• Strong attention to detail and confidentiality standards.
• Able to lift up to 25 lbs.
• Able to frequently bend and stoop throughout the shift.
• Able to work in a seated position for extended periods (up to 5 hours).

• Hybrid Work Environment – Work Equipment Provided.
• Monthly required in-person meetings.
• Professional office environment with occasional client-facing responsibilities.
• Flexible and collaborative team atmosphere focused on client service and operational excellence.