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
