Administrative Assistant for Business Owners in the US (Home Based Part Time)
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AI Summary
Provide comprehensive administrative support to business owners, including calendar and email management, grant research, and fundraising coordination. Additionally, manage real estate operations, vendor communications, and basic bookkeeping tasks.
Community Projects
• Help organize community projects by coordinating communications, scheduling meetings, and sourcing support.
• Assist with project renderings using AI tools.
• Research and apply for grant opportunities related to community funding in Racine.
• Identify and maintain key contacts in Racine, including community members, potential supporters, donors, organizations, vendors, and other local stakeholders using HubSpot.
• Schedule meetings with community members.
• Assist with registering for farmers markets and related events, including completing forms, tracking deadlines, paying fees, and preparing required documentation.
Fundraising Coordination
• Schedule meetings with donors.
• Assist with fundraising trip planning, including travel research, itinerary organization, lodging, transportation, meeting scheduling, and confirmation tracking.
• Draft weekly development meeting agendas and agendas for other fundraising meetings.
• Track follow-up items from meetings and help ensure action items are completed.
• Maintain scheduling details, reminders, and task lists.
Grant Research and Applications
• Assist with grant applications as needed, including gathering required information, drafting responses, organizing supporting documents, and submitting application materials.
Email, Communication, and Digital Organization
• Assist with the owner's email management, including triage, prioritization, drafting responses, and tracking follow-up items.
• Organize and prioritize incoming emails.
• Flag urgent or high-priority messages for review.
• Draft responses, follow-ups, and routine communications as directed.
• Maintain organized email folders, labels, documents, and digital records.
Calendar, Scheduling, and Planning
• Manage the owners' calendars, appointments, reminders, and scheduling requests.
• Maintain reminders for deadlines, renewals, reports, follow-ups, and recurring responsibilities.
• Coordinate personal, household, social, and professional meetings.
• Identify and schedule relevant community events, meetings, and activities.
• Register for events and classes as needed.
Expense Reports, Reimbursements, and Basic Bookkeeping
• Prepare expense reports by organizing receipts and completing reimbursement documentation.
• Assist with basic accounting and bookkeeping tasks.
• Organize receipts, invoices, statements, and expense records in Google Drive.
• Assist the owner with paying one-time bills as directed.
• Maintain simple spreadsheets for household, property, and project expenses, including recurring financial obligations.
Real Estate Management Support
• Track tenant transactions and communications.
• Coordinate with vendors and contractors regarding repairs and renovations.
• Follow up to confirm completion of maintenance requests.
• Monitor the ongoing Wisconsin renovation project by tracking tasks, updates, and timelines.
• Track deadlines for registrations, renewals, insurance, bills, and other required documentation.
Remote Property Management Support
• Coordinate scheduling with contractors, vendors, property managers, and service providers.
• Request estimates, compare quotes, and track project progress.
• Maintain records of invoices, warranties, service appointments, and maintenance history.
• Follow up with vendors and contractors via phone, email, or online portals.
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