Admin & Bookkeeping Assistant

Overview

We are seeking a detail-oriented Part-Time Administrative Assistant to support the internal operations of a West Michigan family office and its affiliated ventures. This role supports a small group of growing companies across private membership hospitality, fintech, extreme sports, and marketing/PR.

This is an execution-focused, part-time role ideal for someone with strong administrative and bookkeeping experience who enjoys keeping systems organized, payments running smoothly, and operations moving forward. While the responsibilities span multiple categories, the day-to-day workload is generally manageable for a part-time schedule, with occasional periods of heavier activity when special projects arise. This would be a great situation for someone experienced looking to make some extra income.

This role reports directly to the Executive Assistant & Chief of Staff and works closely with leadership across multiple entities.

This is not an executive assistant role and does not include executive calendar management or strategic financial decision-making.

This is a hybrid role, only requiring you to be on site as needed.

Administrative Operations

• Maintain organized digital and physical filing systems
• Prepare, format, and manage operational documents
• Track deadlines, renewals, and required filings
• Maintain internal trackers, logs, and task lists
• Support administrative needs across multiple affiliated entities
• Plan and book travel as needed

Accounting, Bookkeeping & Financial Operations

• Maintain accurate financial records for multiple entities
• Process and record invoices, bills, and expenses
• Execute payments (ACH, wire, checks, reimbursements) with approval
• Maintain general ledgers, payment logs, and expense trackers
• Reconcile bank and credit card statements
• Track intercompany expenses and allocations
• Prepare monthly financial summaries for leadership review
• Maintain organized financial documentation for audits or reviews

HR & Payroll Administration

• Support payroll processing and employee documentation
• Maintain personnel files and HR records
• Assist with benefits administration and HR compliance documentation

Special Projects & Logistics

• Support operational and logistics-heavy projects as assigned
• Assist with planning and execution of large initiatives (e.g., estate sales, asset organization, property-related projects)
• Coordinate vendors, timelines, and task execution under leadership direction

Internal & External Coordination

• Serve as a point of contact for routine operational and financial inquiries
• Coordinate with vendors regarding invoices, payments, and documentation as needed
• Support internal operations and office logistics as needed

IT & Systems Operations Support

• Serve as the primary point of coordination for day-to-day IT operations across entities
• Manage user access, permissions, and onboarding/offboarding for systems and tools
• Coordinate with external IT vendors or service providers as needed
• Track hardware, software licenses, subscriptions, and renewals
• Assist with basic troubleshooting and escalation of IT issues
• Maintain documentation for systems, logins, and IT processes
• Support setup and maintenance of office technology and internal tools

• 2+ years of bookkeeping, accounting, or finance-related experience
• Strong understanding of basic accounting principles
• Experience managing payments, reconciliations, and financial records
• High attention to detail and accuracy
• Ability to work across multiple entities and accounts
• Discretion and professionalism with sensitive financial information
• Proficiency with accounting software (e.g., Quick Books or similar)
• Proficiency with Google Workspace (Docs, Sheets, Drive)

• Family office or multi-entity accounting experience
• Payroll and HR administration experience
• Hospitality, real estate, fintech, or sports business exposure

This role is:

• Accounting-supportive and execution-driven
• Trusted with sensitive financial and HR data
• Process-oriented and detail-focused

This role is not:

• A Controller- or CPA-level role
• Responsible for financial strategy or forecasting
• Responsible for executive calendars or inbox management