Entry Level Administrative Assistant / Operations Support

Administrative Assistant / Operations Support

We’re looking for a reliable, organized, and curious Administrative Assistant / Operations Support to help keep day-to-day operations running smoothly while working closely with the founder.

This role is more than traditional admin work—you’ll handle essential tasks while also contributing ideas to improve workflows, project management, and overall operations. You don’t need to have all the answers, but you should enjoy learning, brainstorming, and helping us figure out better ways to get things done.

We’re a small, specialized accounting firm with a small offshore team, and a US based office in Woodland Hills.

Schedule

This is a part-time, in-office role, with flexible schedules that allow for collaboration and independent work:

• Option 1: Three 6-hour days per week (18 hours)
• Option 2: One 8-hour day plus two 6-hour days (20 hours)
• Core collaboration hours are 8:00 AM – 3:00 PM with the founder; you’ll have overlapping hours for teamwork and independent work time. Offshore team works from 6AM-3PM pacific time.

Over time, occasional remote work may be considered, but the role will start fully in-person. We’re looking for someone collaborative yet comfortable working independently and respecting focused work time.

Key Responsibilities

• Support client onboarding and maintain project templates in Karbon HQ
• Track ongoing engagements and one-time projects, ensuring deadlines are met
• Assist with scheduling
• Provide client support via phone, email, and in person
• Help document and improve workflows, processes, and internal systems
• Coordinate with IT providers as needed and assist with tech-related tasks
• Support light bookkeeping tasks, including invoicing, expense tracking, and QuickBooks entries
• Assist with marketing and event support, including occasional networking events and social media posting
• Partner with the founder on ad hoc projects and operational improvements

We welcome applications from 3rd and 4th year college business students looking to gain practical, real-world experience in accounting and business operations.

Skills & Qualifications

• Highly organized with the ability to manage multiple priorities
• Curious, proactive, and comfortable asking questions
• Strong communication skills, both written and verbal
• Tech-savvy and comfortable learning new tools (Karbon HQ, QuickBooks Online, Microsoft Office Suite)
• Professional and responsive, especially in a hybrid or remote communication environment
• Interest in learning business operations and growing into a leadership role over time
• Ability to work on highly detailed tasks that require sustained focus while working on detailed, repetitive tasks
• High School Diploma, BA in Business preferred

Why This Role is Exciting

• This is more than a traditional administrative position. You’ll have the chance to learn how a business operates, contribute to key processes, and grow into an important operations leader as the company scales. If you enjoy collaborating, problem-solving, and making things run smoother, this is a role where you can truly make an impact.