Administrative Assistant (Accounting & Operations Focus)

Profitable Painter CPA | Remote

About Profitable Painter CPA

Profitable Painter CPA helps painting business owners know their numbers, understand what they mean, and use them to scale profitably. We specialize exclusively in the painting industry and provide bookkeeping, advisory, and tax services to growing businesses across the U.S.

We are a fast-growing CPA firm with high standards, strong systems, and a leadership team that values accountability, clarity, and follow-through.

Role Overview

The Administrative Assistant (Accounting & Operations Focus) provides high-trust support to firm leadership while owning key internal financial reporting and compliance workflows. This role goes beyond traditional calendar management and requires someone comfortable working with financial data, job profitability reports, and state-level employee paperwork.

You will protect leadership time, ensure priorities move forward, and maintain accuracy across recurring reports and operational processes. You’ll work closely with Accounting, Tax, Advising, and Operations to keep the firm running smoothly behind the scenes.

This role is ideal for someone who has worked in or alongside accounting, bookkeeping, or operations teams and enjoys combining administrative excellence with numbers and compliance.

Key Responsibilities

Executive & Administrative Support

Manage executive calendars, scheduling, rescheduling, confirmations, and meeting links.
Prepare meeting logistics: agendas, pre-reads, links, and attendee confirmations.
Monitor Slack and shared inboxes (as assigned), routing requests and flagging urgent items.
Capture action items from leadership conversations and track follow-through.

Accounting & Financial Operations

Maintain and update job profitability reports on a weekly and monthly basis.
Pull, organize, and validate financial data from accounting systems, spreadsheets, and internal dashboards.
Ensure reports are accurate, complete, and delivered on time to leadership.
Flag anomalies, missing data, or margin concerns to the appropriate team member.
Support scorecards and KPI tracking tied to job profitability, gross margin, and operational performance.
Maintain clean, organized, version-controlled financial working files.

Note: This role does not involve bookkeeping or tax preparation, but it does require comfort with accounting data and concepts.

Employee Onboarding, Offboarding & Compliance

Coordinate employee onboarding and offboarding workflows.
Collect, organize, and track required employee documentation.
Manage state-specific new hire reporting, terminations, and compliance paperwork.
Ensure payroll, system access, and internal records are updated accurately and on time.
Track onboarding/offboarding checklists to completion and escalate issues early.

Planning, Reporting & Documentation

Support weekly, monthly, and quarterly planning rhythms.
Assist with leadership reports, scorecards, and deadline tracking.
Maintain accurate internal documentation in Notion (meeting hubs, SOPs, team directories).
Support firm projects requiring coordination, timelines, and follow-through.

Key Performance Indicators (KPIs)

Job profitability and leadership reports are accurate and delivered on time.
Employee onboarding/offboarding paperwork is complete and compliant.
Leadership meetings are prepared with minimal last-minute issues.
Action items are consistently tracked and completed.
Internal documentation is accurate, current, and easy to find.
Leadership time is protected and aligned with firm priorities.

Qualifications

2+ years supporting an executive, founder, or leadership team (professional services or accounting firm experience strongly preferred).
Hands-on experience working with financial data or internal reports (job costing, profitability, scorecards, or similar).
Working understanding of basic accounting concepts (gross profit, margins, job costing).
Experience managing employee onboarding/offboarding paperwork, including state-level or compliance-driven requirements.
Strong attention to detail and follow-through.
High discretion with sensitive financial and HR information.
Proficiency with Google Workspace; strong Google Sheets skills required.
Comfortable learning and navigating systems such as Notion, Slack, and accounting software.
Ability to manage competing priorities with limited direction.

Who This Role Is (and Is Not) For

This role is a great fit if you:

Have worked in accounting, bookkeeping, operations, or compliance-adjacent roles
Enjoy working with numbers, reports, and process accuracy
Take ownership and pride in clean, reliable outputs

This role is NOT a fit if you:

Want a purely calendar-management or personal-assistant role
Are uncomfortable working with financial data or compliance paperwork
Prefer highly scripted tasks without ownership

Compensation & Benefits

$30-36 per hour
Health Reimbursement Arrangement (HRA)
Simple IRA with matching
Paid Time Off
13 Paid Holidays
Flexible Schedule & Results-Based Culture
Company Equity Opportunities

At Profitable Painter CPA PLLC, we hire for values first, then skills:

Our Core Values: A.C.E.

Accountability – You take ownership and follow through
Collaboration – You work well across teams and bring solutions, not just problems
Excellence – You sweat the details and strive to improve every day

Why Join Us?

100% Remote – Work from anywhere in the U.S.
Career growth – Clear path to Manager and Director roles
Innovative and fast-moving – We value speed, clarity, and smart systems
Mission-driven – Help real business owners build wealth through better numbers
Collaborative team culture – You’ll be supported, challenged, and heard

Ready to Help Painting Contractors Win?

We’re building something different here—and we’d love to have you along for the journey.

Apply today and take the next step in your accounting career, doing meaningful work with clients who truly value your expertise.

Go to the link below and complete the application:
https://profitablepaintercpa.com/careers

Job Type: Full-time

Pay: $60,000.00 - $72,000.00 per year

Benefits:

401(k) matching
Flexible schedule
Health savings account
Paid time off

Work Location: Remote

Profitable Painter CPA PLLC

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