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Light Bookkeeping& Administrative Assistant
Job Location:
Monthly Salary:
Not provided by the employer
Monthly Salary:
Experience Required:
3-5years
Experience Required:
Posted:
10 June 2026 (30+ days ago)
Posted:
Application Deadline:
7 September 2026
Application Deadline:
Vacancies:
1 Vacancy
Vacancies:
Job Summary
This is a remote position.
Job Title: Light Bookkeeping and Administrative Assistant
Location: Fully Remote Kenya-based team member supporting a U.S.-based CPA firm
Type: Part-Time 20 hours per week
Schedule & Availability: Must be available during Eastern Time morning hours either 7:00 a.m.11:00 a.m. or 8:00 a.m.12:00 noon Eastern Standard Time.
Terms of Engagement: 6-month contract renewable based on performance business need and mutual fit
This role is designed for a high-caliber administrative professional with bookkeeping knowledge who can help keep client communication inbox activity workflow items and recurring firm tasks moving efficiently. The role is administrative first with light bookkeeping and QuickBooks-related support
included as the candidate learns the firms systems and ideal candidate is more than a task-doer. This person should be able to manage upanticipate needs organize a busy inbox triage client communication protect the CEOs time and ensure the right information gets to the right person at the right time.
Our client is looking for a trusted administrative partner who can help create structure reduce bottlenecks and support smoother communication across the organization
Position Overview
The Bookkeeper & Administrative Assistant will provide strategic administrative supportinbox 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 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 CEOs 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 CEOs calendar to support client consultations priority projects recurring reviews and focused work time.
Help protect the CEOs 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 CEOs 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 CEOs 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 information.
6. Firm Operations & Administrative Support
Support day-to-day administrative tasks that help the firm operate smoothly.
Organize digital files client documents notes follow-up items and recurring workflows.
Maintain clean records in Google Workspace and other approved systems.
Assist with process documentation email templates checklists and workflow improvements.
Help turn unstructured communication inbox activity or scattered requests into organized systems.
Support internal team communication and follow-up.
Assist with special projects operational planning tasks and recurring administrative needs as assigned.
Use technology and approved tools to improve efficiency consistency and communication.
Requirements
Required Qualifications
Bachelors degree or diploma in Business Administration Finance Accounting or a related field preferred.
3 years of relevant experience in administrative support executive support virtual assistance operations support bookkeeping accounting support or financial operations.
Strong proficiency in QuickBooks Online.
Working knowledge of bookkeeping concepts basic accounting workflows document collection and bookkeeping close processes.
Strong written English communication skills especially for professional email communication client follow-up and drafting professional responses or templates.
Experience managing inboxes client communication administrative workflows executive support tasks and task management systems.
Strong organizational skills with the ability to manage multiple open items prioritize by urgency and business impact and maintain reliable follow-through.
Comfortable managing up and helping a senior leader stay focused organized and on track.
Strong attention to detail and accuracy especially when handling financial tax client and business information.
Professional judgment discretion and confidentiality when communicating with clients and handling sensitive information.
Comfort using Google Workspace including Gmail Google Drive Google Docs Google Sheets and Google Calendar.
Ability to work independently in a remote environment while asking clear questionsidentifying missing information and escalating appropriately.
Experience creating checklists SOPs trackers and repeatable administrative systems.
Comfortable supporting a U.S.-based professional services firm and working with a leader who moves quickly and values proactive follow-through.
Preferred Qualifications
CPA ACCA or equivalent professional certification
Prior experience supporting a CPA firm bookkeeping firm accounting practice tax practice or financial services business.
Experience with Financial Sense or willingness to learn it as the firm adopts the platform.
Experience supporting Christian ministries nonprofits churches or mission-driven organizations is a plus.
Tools & Systems
Candidates should be comfortable using or learning:
Google Workspace
Gmail
Google Calendar
Google Drive
Google Docs
Google Sheets
QuickBooks Online
Task management or workflow tracking tools
Financial Sense preferred but not required
Email templates and inbox workflow systems
Microsoft Office where needed
Remote communication tools
AI tools where approved for drafting summaries organization and workflow support
Work Style & Personal Attributes
The ideal candidate is:
Proactive anticipates needs and takes initiative before being asked repeatedly.
Highly organized enjoys turning busy inboxes and scattered workflows into
structured systems.
Detail-oriented handles client information bookkeeping details and follow-up items
accurately.
Professional communicates clearly and represents the firm well in writing.
Discreet understands the importance of confidentiality in accounting tax and client
service work.
A strong manager-up helps the CEO stay focused prepared and aligned with
priorities.
A natural gatekeeper knows how to protect leadership time while keeping client
service strong.
Process-minded enjoys building systems templates checklists and repeatable
workflows.
Reliable follows through consistently and keeps commitments.
Calm under pressure can identify urgency without becoming scattered.
Client-service minded understands that timely clear communication builds trust.
Flexible willing to support both administrative and light bookkeeping needs as the
role grows.
Tech-savvy able to learn new systems and use tools efficiently.
Equipment Requirements
Personal laptop or desktop computer phone and high-quality headset.
Reliable high-speed internet connection suitable for daily remote work.
Willingness to upgrade internet or devices if required.
Willingness to follow any required device security monitoring or data protection protocols related to sensitive information.
Benefits
Compensation & Benefits
Competitive Salary
Performance raises
Remote work flexibility
Opportunity to work with a diverse dynamic team
Career growth potential
Required Skills:
Proactive anticipates needs and takes initiative before being asked repeatedly. Highly organized enjoys turning busy inboxes and scattered workflows into structured systems. Detail-oriented handles client information bookkeeping details and follow-up items accurately. Professional communicates clearly and represents the firm well in writing. Discreet understands the importance of confidentiality in accounting tax and client service work. A strong manager-up helps the CEO stay focused prepared and aligned with priorities. A natural gatekeeper knows how to protect leadership time while keeping client service strong. Process-minded enjoys building systems templates checklists and repeatable workflows. Reliable follows through consistently and keeps commitments. Calm under pressure can identify urgency without becoming scattered. Client-service minded understands that timely clear communication builds trust. Flexible willing to support both administrative and light bookkeeping needs as the role grows. Tech-savvy able to learn new systems and use tools efficiently.
Required Education:
Bachelors degree or diploma in Business Administration Finance Accounting or arelated field preferred. 3 years of relevant experience in administrative support executive support virtualassistance operations support bookkeeping accounting support or proficiency in QuickBooks Online. CPA ACCA or equivalent professional certification Prior experience supporting a CPA firm bookkeeping firm accounting practice taxpractice or financial services
