Executive Assistant & Accounting Coordinator
About The Role
As we continue to grow our agency, we are looking to add a part-time Executive Assistant & Account Coordinator to our team! We are seeking a highly organized and proactive Executive Assistant & Bookkeeping Coordinator to support both financial administration and executive operations, working approximately 30 hours per week. This is a hybrid role ideal for someone who enjoys both structure and variety—you’ll play a key role in keeping our financial processes on track while also helping optimize the President’s time and daily workflow.
We are a hybrid workforce. This role is required to work from our office in Montclair 1-2 days every week. If you’d like to submit an application for this position, please utilize this Google Form.
Executive Support (President)
- Manage and gatekeep the President’s calendar, prioritizing and protecting time effectively including confirming meetings and ensuring adequate preparation for meeting attendance
- Coordinate internal and external meetings with clients and partners
- Act as right hand for agency president by supporting her in client proposals, moving forward new business opportunities and keeping space for her business priorities
- Book and manage travel arrangements primarily through TravelPerk
- Identify opportunities to improve scheduling efficiency and daily workflow which may include email inbox management
- Serve as a point of coordination between the President and internal team members
- Assist with general administrative needs across the team as needed
- Support internal coordination and communication across projects
- Maintain organization across documents, schedules, and tracking systems
- Conduct research and assist with special project as needed
Bookkeeping & Financial Coordination
- Support monthly billing cycles by preparing, organizing, and tracking financial data to ensure accuracy and timeliness
- Prepare and send client invoices using QuickBooks and Bill.com
- Track billable expenses and ensure accurate documentation and coding in Bill.com
- Conduct weekly A/R outreach and follow up on outstanding invoices
- Coordinate A/P by obtaining approvals and processing payments via Bill.com
- Maintain organized and accurate financial records
- Run reports in QuickBooks as needed to support internal tracking
- Partner closely with the agency’s accountant/CPA
- 7-10 years of experience in an administrative, bookkeeping, or hybrid role
- Working knowledge of QuickBooks (invoicing, reporting, and data entry)
- Familiarity with Microsoft Office especially Outlook as well as Zoom, Dropbox and Slack
- Exceptional attention to detail and strong organizational skills
- Ability to manage multiple priorities in a fast-paced environment
- A proactive, solutions-oriented mindset—you anticipate needs and take action
- Strong communication skills and professionalism when interacting with internal and external stakeholders
- Adaptability and flexibility—no two days look the same
$60,000 – $67,500 for part time role (30 hours per week)
+ Benefits package
Who We Are
Founded in 2010, Violet PR has grown to become one of the top boutique PR firms in the country by helping clients that are making a positive impact on the world. The industries we serve include economic development, real estate, architecture and engineering, and social good.
Whether it’s rebranding a city, drawing attention to a revitalized neighborhood, or promoting a new sustainable development, Violet PR helps clients make a difference. Through a combination of news stories, social media, and compelling content, our Montclair, N.J.-based boutique public relations firm helps clients attract more dollars and supporters. We amplify organizations, voices, and ideas, changing the world. We are tenacious storytellers who find and shine the spotlight on leaders, places and spaces.