Ace Creative

13 Royall Street
Medford, MA 02155

Date Posted:
July 15, 2019

Region:
Eastern Massachusetts

Category:
Operations/Finance

Type:
Part-Time

Bookkeeper/Executive Assistant

Description:

Job Description

Searching for highly autonomous and qualified Bookkeeper/Assistant to help me grow a successful and rapidly-growing graphic design firm, real estate ventures, and a busy household with 2 children. 

Work will be onsite in Medford, MA 15-20 hours a week in the morning or early afternoon. Open to moving to a virtual role over the long-term. Role could eventually become full-time. 

Highly experienced in Quickbooks, payroll, admin, and customer service. Must be tech-savvy and comfortable on a Mac computer environment. Dependability and confidentiality are crucial.

Experience with project management software, Dropbox, Google environment, Gusto payroll, Zoom, Microsoft Office, or an understanding of graphic design files would be a plus.

WHO I AM:

I am the principal of a prolific graphic design firm specializing in brand, print, and web solutions for education and non profit. We work with higher ed, nonprofits, and governmental agencies to deliver outstanding creative concepts, strategic design solutions, streamlined production processes, and detailed schedules. We have a laser-sharp eye for detail in both design and content. We are a virtual firm with 4 employees in several different east-coast cities. My office space is below my house. We also work closely with writers, proofreaders, photographers, designers, illustrators, and print professionals to deliver within budget and on schedule.

In addition I manage a total of 12 rental units in Medford, Cambridge, and Lynn Massachusetts.

I am the mother of two active boys running a household with many moving parts.


Accounting/Bookkeeping

· Bookkeeping for graphic design company and real estate

· Running income and expense reports and analyzing using Quickbooks

· Reviewing expenses and suggesting ways to streamline and reduce expenses.

· Ensuring all bills are paid on time.

· Managing payroll using Gusto payroll system

· Move Quickbooks system to cloud-based Quickbooks system

· Determining ways to streamline payroll or operations


Admin

· Opening, sorting and distributing my incoming emails and snail mail (regular mail).

· Overseeing electronic and hard copy files and folders to keep file systems clean for all businesses and personal matters.

· Overseeing design files and folders to keep file systems clean.

· Ensuring printer write-backs or other final electronic files are archived as necessary.

· Ensuring design files are cleaned out at end of every job and overseeing designers to make sure folders are cleaned out.

· Organizing Dropbox server and Google Drive for optimal file organization and archiving.

· Managing various databases

· Organizing all hard copy and electronic files for multiple businesses and personal matters and devising systems to move things to a virtual/electronic environment wherever possible.

· Answering client or tenant requests for files or other questions.

· Scheduling meetings.

· Filling out necessary contract, forms for graphic design business, real estate business, and personal matters.

· Keeping track of and updating of certifications, memberships, subscriptions, insurance, business fees, and other paperwork.

· Performing background checks on prospective tenants for real estate.

· Managing existing and new tenant leases and other required paperwork.


Miscellaneous

· General upkeep of design studio including errands such as:

· Recycling materials (cartridges, batteries, light bulbs paper)

· Post office and FedEx runs

· Tidying studio

· Ordering supplies as needed

· Assisting in preparing for meetings and presentations for graphic design firm including help creating mockups or electronic presentations.

· Support with marketing tasks as needed for graphic design firm.

· Filling out, sending, organizing forms for children’s camps, schools, health records, and other activities.

· Help managing household and rental properties including finding and/or scheduling additional services we may need (finding landscaping services, dog walking services, pest control services or other things that come up for example).

Qualifications:

· In-depth understanding of Quickbooks and accounting for small business. 

· Proven experience as a bookkeeper or accountant for at least 5 years. 

· Proven admin experience. 

· Must be able to meet deadlines in a fast-paced quickly changing environment.

· A proactive approach to problem-solving with strong decision-making skills.

· Professional level verbal and written communications skills.

· A great listener with the ability to absorb requests and create solutions with minimal input.

Job Type: Part-time

· Ability to work quietly and independently.

· Expert level productivity and organization skills.

· Highly versed in working with virtual office environments, Zoom meetings, online systems, electronic scheduling, and the latest productivity software.

· In-depth understanding of entire MS Office suite and Google sheets.

· Ability to organize a daily workload by priorities.

How To Apply:
email resume along with some highlights of your bookkeeping, admin, and other qualifications to ashley@acecreative.biz 
Apply by:
August 01, 2019
Salary:
$25-$35/hr
About this Organization:
Ace Creative is a small but prolific graphic design firm specializing in brand, print, and web solutions for education and non profit. We are trusted by our clients to deliver outstanding creative concepts, strategic design solutions, streamlined productions processes, and detailed schedules. We have a laser-sharp eye for detail in both design and content. We work with writers, proofreaders, photographers, designers, illustrators, and print professionals to deliver within budget and on schedule.