Administrative Assistant (Remote)

Synder Accounting is a fully remote accounting firm specializing in cannabis (where cannabis is legal) and other fast-paced industries. We are searching for a detail-obsessed, proactive bookkeeper who loves clean financials, smart systems, and helping businesses grow. You will work with a fully remote team so you must be comfortable communicating with others through video calls, phone calls, and chat to keep things running smoothly.

Title: Administrative Assistant

FLSA Status: Non-Exempt

Reports to: Chief Executive Officer

Location: Idaho Remote

Position Summary

The Administrative Assistant is responsible for managing emails, organizing files, tracking key performance indicators (KPIs), scheduling meetings, and ensuring team accountability. This role plays a crucial part in streamlining operations and supporting both employee and client onboarding. The ideal candidate will be highly organized, proactive, and capable of improving workflows and standard operating procedures (SOPs).

Reasonable Accommodation Statement

To perform this job successfully, an individual must be able to perform each essential duty listed below satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.

Essential Functions Statement:

• Oversee the shared inbox, organize emails, and track document submissions.
• Ensure timely follow-ups with clients for missing information.
• Pull and organize audit-related data and maintain compliance records.
• Maintain and update client files in appropriate filing systems.
• Schedule and manage meetings, including agenda preparation and follow-ups.
• Track and update KPI dashboards to monitor team performance.
• Oversee team accountability, ensuring tasks and deadlines are met.
• Manage employee onboarding, ensuring documentation and training materials are provided.
• Support client onboarding, including folder setup, engagement letter tracking, and process guidance.
• Improve workflows and SOPs in Notion, identifying process enhancements.
• Assist with light bookkeeping tasks as needed.

Competency Statements:

• Highly organized with strong attention to detail.
• Strong communication skills with the ability to hold teams accountable.
• Tech-savvy with experience using Notion, ClickUp, Teams, and Zapier.
• Proactive problem-solver who can anticipate needs and take initiative.
• Experience in administrative support or project management is a plus.

Supervisory Responsibility

This role has no supervisory responsibilities.

Work Environment

This job operates in a remote setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, and information management systems.

Physical Demands

This is a largely sedentary role with the physical abilities below may be required.

Stand N

Walk N

Sit C

Reach Outward N

Reach above shoulder O

Climb N

Crawl N

Squat/Kneel/Bend N

Lift/Carry

10 lbs or less O

11-20 lbs N

21-50 lbs N

50+ lbs N

Push/Pull

10 lbs or less N

11-20 lbs N

21-50 lbs N

50+ lbs N

N (Not Applicable) Activity is not applicable to this occupation

O (Occasionally) Occupation requires this activity up to 33% of the time (0-2.5+ hrs/day)

F (Frequently) Occupation requires this activity up to 33%-66% of the time (2.5-5.5+ hrs/day)

C (Constantly) Occupation requires this activity up to 66% of the time (5.5+ hrs/day)

Position Type and Expected Hours of Work

This is a full-time position requiring approximately 40 hours per week with flexible working hours. Hours and work shifts may change in accordance with business needs.

Required Education and Experience

• Highschool diploma or equivalent.
• 1+ years of experience in a similar role.

Preferred Experience:

• 3+ years of experience in a similar role.

Additional Eligibility Qualifications

Must be able to accomplish any and all duties with little to no assistance.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

AAP/EEO Statement

Synder Accounting is an Equal Employment Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other characteristics protected by law.

Job Type: Full-time

Benefits:

• 401(k)
• Flexible schedule
• Health insurance
• Paid time off

Work Location: Remote