VirtualVocations

Office/Personal Assistant

Sides & Associates, Inc., a small, Lafayette CA-based management consulting firm, is seeking a full-time Office/Personal Assistant that provides bookkeeping, administrative, and project support in addition to various personal assistant tasks. This position would require between 30-40 hours a week.

The Office/Personal Assistant position will entail:
Bookkeeping
-Maintain all financial records for the business using Quickbooks.
-Maintain all personal financial records for S&A owners.
-Facilitating payroll and IRS forms in conjunction with accountant/payroll system.
-Ensure accuracy of recording of client invoices and expenses (including sub-contractor and vendor payments) by project, establishing a system for frequent quality checks.
-Ensure all invoices, bills are paid in a timely fashion
General Office & Business Management
-Maintain all files, office supplies, equipment and records.
-Communication with service providers to S&A such as legal, accounting and insurance.
-Manage process of signup, registration with IRS, contracting and billing with vendors & sub-contractors.
-Ensure systems are backed up and documents/other materials are filed in an organized fashion (electronically and physically).
-Resolve technical issues with office equipment.
-Maintain contacts database and manage business development contacts, opportunities & proposals.
-Generating labels, addressing envelopes, compiling information or binders for projects/offsites, etc.
-Assist with S&A marketing and/or direct selling materials or activities.
-Running errands, including bank deposits, Kinko’s, office supplies, post office, etc.
Project Support (as needed)
-Assist in logistics for any offsites (attendance, prizes, gift certificates, supplies, etc.),
-Producing PowerPoint slides for presentations.
-Editing documents being created for a client, or following-up on a project with feedback summaries or compilation of notes.
-Creating internal company reports as needed
-Marketing and PR
-Create press releases
Personal Assistant
-Assist owners with miscellaneous personal tasks

Candidates must have:
-A background in business and/or finance with work experience related to the role of position
-Understanding of the basics of accounting (provide course work or work experience as evidence) although experience with Quickbooks is not required.
-Proficiency with numbers
-Experience with MS Excel, Word and Power Point
-Confident with technology and able to resolve issues with the assistance of technical support.
-High level of responsibility, professionalism and attention to detail
-Smart and self-sufficient (able to figure things out with minimal direction)
-Respectful of confidentiality/quality/integrity requirements
-Reliable access to a home computer
-Proximity to the Lafayette area.


Compensation
-The Consulting Business Assistant/Bookkeeper will receive $14-16/hour DOE in compensation on a W-2 basis. This is a full-time position, although some weeks may require 30 hours and some may require up to 40, however you will be expected to be available during normal business hours.
-Compensation does not include any additional benefits or paid vacation time.

Special considerations
-S&A operates primarily as a virtual business and operates out of the owner’s home. Consultants, sub-contractors and vendors who work on client engagements either work from their home offices or client offices. The Office/Personal Assistant will spend approximately 1-3 days a week in the Lafayette home office, and the rest of the time may work from any location where they have computer and internet access.
-The requirement in terms of when and where the work is done is quite flexible. However, the Office/Personal Assistant must consistently be available during normal business hours via cell phone and/or email.


If interested please reply with your resume and a brief description of why you would be a good fit for this position.

• Compensation: $14-16/hour DOE
• Telecommuting is ok.

Employer Posted:Friday, December 28, 2007