Part-Time Remote Office Administrator (Accounting, Operations & Executive Support)

Location: Raleigh, NC (100% Remote)
Position Type: Part-Time (Flexible Schedule)

Ainsley & Co. is seeking a detail-oriented and highly organized Office Administrator to support our accounting, financial operations, office management, and executive support functions. This part-time, remote role is ideal for a self-starter who thrives in a fast-paced, dynamic environment and has a strong background in QuickBooks Online (QBO), payroll processing, executive support, and administrative coordination.

This role is critical to the success of our firm, ensuring seamless financial operations, compliance, and executive support.

Key Responsibilities

Accounting & Financial Operations (Approx. 50%)

• QuickBooks Online (QBO) Management:
  • Review, confirm, and add bank/credit card transactions
  • Reconcile accounts: Operating (x2), Payroll, Savings (x2), Credit Cards (x6, streamlining in progress)
  • Manage journal entries and transfers
  • Month-end close and reporting
• Financial Reporting & Compliance:
  • Prepare and review weekly financial spreadsheets
  • Update reports based on business needs
  • Work with CPA for financial projections, year-end close, and tax returns
• Accounts Payable & Receivable:
  • Process credit card payments
  • Receive, enter, and process invoices (freelancers, stations, vendors)
  • Track and generate invoices for pass-through expenses, including travel reconciliation
  • Monthly invoicing review and distribution
  • Follow up on outstanding AR invoices
• Payroll & Contractor Payments:
  • Process semi-monthly payroll and 401(k) submissions
  • Manage contractor payments in QBO for direct deposit
  • Ensure payroll taxes and forms are remitted on time (semi-monthly, monthly, quarterly, annual)
  • Process employee reimbursements as needed
• Compliance & Tax Filings:
  • Prepare, review, and remit sales & use tax payments monthly
  • Confirm W-9s for vendors before issuing payments and send W-9s as needed
  • Generate and distribute W-2 and 1099 forms at year-end
  • Track and process NB profit-sharing payments quarterly

Office & HR Management (Approx. 30%)

• Employee & Vendor Records:
  • Onboard new hires (payroll paperwork, QBO setup)
  • Maintain and update employee records
• Compliance & Business Filings:
  • Respond to government and financial notices
  • Oversee 401(k) year-end census & DOL Form 5500 filing
  • Annual Workers’ Compensation audit
  • Manage NC Secretary of State Annual Filing
  • File and maintain Beneficial Ownership Information (BOI) reports
• General Office Support:
  • Maintain documentation and filing system
  • Review and update insurance policies as needed
  • Maintain yearly holiday schedules
  • Assist with other administrative tasks as requested

Executive Assistant (Approx. 20%)

• Calendar/Timesheet Management:
  • Schedule and coordinate meetings, appointments, and travel, ensuring efficient time management. Track billable time daily. 
• Communication Support:
  • Answer phone calls, manage emails, and handle correspondence on behalf of the executive
• Meeting Coordination:
  • Prepare meeting agendas, take minutes, and ensure all necessary materials are available
• Travel Arrangements:
  • Book flights, hotels, and other travel-related logistics
• Document Management:
  • Organize and maintain files, reports, and other important documents

Qualifications & Experience

Education:

• Associate’s or Bachelor’s degree in accounting, business, or related field preferred (or equivalent experience)

Experience:

• 3+ years of experience in accounting, payroll, and financial administration
• Strong QuickBooks Online (QBO) proficiency required
• Experience managing payroll, 1099s, W-2s, and tax filings
• Previous experience as an Executive Assistant or in a high-level administrative role
• Familiarity with HR tasks, compliance, and general office administration
• Experience in professional services, advertising, or marketing industries is a plus

Skills & Abilities:

• Strong understanding of financial reporting and reconciliation
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Strong organizational and multitasking skills
• Excellent verbal and written communication skills
• High level of attention to detail and confidentiality
• Ability to work independently and proactively
• Self-starter with strong problem-solving abilities

Compensation & Benefits

Competitive hourly rate (commensurate with experience)

100% remote rolewith a flexible schedule

Company-issued MacBook Air

Supportive, fast-paced work environment with a talented team

How to Apply

If you’re a highly organized professional with strong accounting, administrative, and executive support skills, we’d love to hear from you!

To apply, please email your resume and a brief letter describing your interest and why you’d be a great fit to: connect@ainsleyagency.com