We’re looking for a highly organized, proactive Administrative Assistant to support two business owners managing multiple ventures across real estate, hospitality, a marketing agency, and several nonprofit organizations.

This role is ideal for someone who enjoys bringing structure, organization, and efficiency to fast-moving businesses. You’ll help coordinate projects, assist with financial administration, support operations, and handle day-to-day logistics so the business owners can stay focused on high-impact work.

This position includes a mix of executive support, operational coordination, bookkeeping assistance, property support, office management, and occasional errands.

If you love solving problems, staying organized, and helping businesses run smoothly, we’d love to hear from you.

RESPONSIBILITIES

Executive Support

• Manage calendars, scheduling, and meeting coordination for two business owners
• Organize email inboxes and assist with communication and follow-ups
• Prepare documents, reports, and presentations as needed
• Coordinate travel arrangements and itineraries
• Track action items and ensure follow-ups across projects

Business Operations Support

• Assist with administrative tasks across several ventures including real estate, hospitality, marketing, and nonprofit initiatives
• Coordinate with team members, vendors, partners, and clients
• Help manage project timelines and operational priorities
• Conduct research and assist with event or project coordination

Real Estate + Property Management Support

• Provide light property management assistance for real estate holdings
• Help coordinate maintenance requests and vendor scheduling
• Communicate with tenants when needed and track follow-ups
• Assist with property-related paperwork, leases, and documentation
• Maintain organized records related to properties, repairs, and vendors

Financial + Bookkeeping Support

• Assist with bill pay and expense tracking across multiple businesses
• Provide QuickBooks support, including organizing transactions and maintaining records
• Help onboard and pay 1099 contractors and vendors
• Track invoices and ensure proper documentation
• Maintain organized financial records and paperwork
• Assist with gathering documents for accountants and tax preparation

Office Management

• Help maintain organization and functionality of the office space
• Restock office supplies, snacks, and materials as needed
• Coordinate or manage office cleaning and upkeep
• Ensure the workspace remains organized, presentable, and ready for meetings

Nonprofit Association Management Support

• Assist with event planning and coordination for nonprofit programs, meetings, and community events
• Help manage event logistics including scheduling, vendor coordination, materials preparation, and day-of support
• Assist with member and stakeholder communications, including email updates and meeting coordination
• Support basic association management tasks such as maintaining member records, tracking renewals, and organizing documentation
• Coordinate with volunteers, partners, and vendors to ensure smooth event execution
• Help maintain organized records related to nonprofit operations, meetings, and compliance requirements

Personal + Logistics Support

• Manage scheduling for personal appointments and family calendars when needed
• Coordinate travel planning for business and personal trips
• Help organize household or service appointments
• Run occasional business and personal errands (bank deposits, supply pickups, document delivery, etc.)
• Support day-to-day logistics that help the business owners operate efficiently

Qualifications

• Prior experience as an Executive Assistant, Personal Assistant, Operations Coordinator, Administrative Assistant, or Property Management Assistant
• Strong organizational and time management skills
• Excellent communication and follow-up abilities
• Ability to manage multiple priorities across different businesses
• High level of discretion and professionalism
• Familiarity with QuickBooks, Google Workspace, and project management tools preferred
• Proactive problem-solver who takes initiative

Position Details

• Pay: $20/hour
• Type: Part-time 1099 contractor position
• Location:Hybrid in Richmond, VA and remote
• Flexible schedule depending on workload and priorities
• Opportunity to work closely with business owners across several growing ventures
• Occasional in-person errands and local logistics will be required

Who This Role is Perfect For

Someone who:

• Loves organizing systems and keeping things running smoothly
• Enjoys supporting entrepreneurs and growing businesses
• Is reliable, detail-oriented, and proactive
• Thrives in a dynamic environment where no two days are the same

📩 To Apply: Please send your resume and a brief introduction explaining why you’re interested in this role to Natalie McNamara.