Administrative & Operations Assistant

We are looking for a highly detail-oriented and reliable Administrative & Operations Assistant to support daily business operations, bookkeeping-related data entry, executive administrative tasks, and social media coordination. This role requires strong organizational skills, accuracy in handling financial data, and the ability to manage multiple small tasks efficiently.

The ideal candidate has exceptional attention to detail, experience with Google Sheets and administrative systems, and is comfortable learning new online platforms and tools. This is a long-term support role with opportunities to take on additional responsibilities as trust and familiarity with the business grow.

• Part-Time: Approximately 20 hours per week
• Training period: 30 days alongside current stateside employee
• Target onboarding date: July 1, 2026

• Record and reconcile checks in the bank Positive Pay system
• Verify check numbers, amounts, and payment information with high accuracy
• Perform bookkeeping-related data entry and reconciliation tasks
• Create FedEx and mailing labels as needed
• Maintain and organize company files and records
• Assist with executive assistant-type administrative tasks and follow-ups
• Update company disclaimers and code check titles annually

• Create and send Certificates of Insurance (COIs) through online insurance portals
• Send W9s, COIs, and insurance documents to customers
• Process and file Notices of Commencement (NOCs) through Simplifile
• Maintain accurate documentation and tracking records

• Collect and organize team information including:
• Phone numbers
• Addresses
• Shirt sizes
• Headshots
• Create and update employee signature cards
• Assist in updating company team photos using Canva

• Create and post content on Facebook and Instagram
• Collaborate with the team to develop fresh social media content ideas
• Upload and schedule content through Meta Business Suite
• Assist with Canva-based graphics and branding materials

• Assist with Better Business Bureau (BBB) account management and updates
• Help maintain professional online company presence

• Extremely high attention to detail and accuracy
• Strong data entry and reconciliation skills
• Experience with Google Sheets
• Excellent organizational and time management skills
• Strong written communication skills
• Ability to multitask and manage recurring administrative tasks
• Comfortable learning new systems and online platforms
• Reliable internet connection and work setup

• Experience in bookkeeping or financial data entry
• Executive assistant or administrative support experience
• Experience with social media management
• Familiarity with Canva and Meta Business Suite
• Experience working with insurance documents or COIs
• Experience using document filing systems or portals

• Vinton County Bank Positive Pay
• FedEx
• Stamps.com
• Dropbox
• The Hartford
• Simplifile
• Google Sheets
• Canva
• Facebook / Meta Business Suite
• Microsoft 365
• Outlook

• The ideal candidate is proactive, trustworthy, detail-oriented, and comfortable handling both repetitive administrative work and creative support tasks. This person should enjoy keeping systems organized, spotting discrepancies, and helping operations run smoothly behind the scenes.