Exectuive Assistant (PT 30-40 hours/month)

Sea & Shore Solutions, LLC is an environmental consulting firm providing services and solutions for marine policy and coastal management. We are seeking an Executive Assistant to support administrative functions for the company. The Executive Assistant will be responsible for invoice creation and distribution, simple bookkeeping in QuickBooks Online, coordinating travel arrangements for team members, tracking contributions to 1% for the Planet and the nature-based business model, creating budgets and scopes of work for proposals, preparing payroll, and generally streamlining administrative processes to enhance efficiency. This role will primarily interact directly with the S&S Executive Team.

This is a part-time, fully remote position. The Executive Assistant is expected to spend 30-40 hours a month on administrative tasks. This role will be paid hourly as a part-time W2 position.

Desired Team Member

A highly organized and independent worker with experience managing payroll, invoicing, accounts payable, and simple bookkeeping. You are a confident verbal and written communicator with strong time management skills. You are comfortable working for a small, fast-paced, rapidly-growing firm and want to help Sea & Shore Solutions and our clients make an impact. You are committed to supporting a nature-based business model and enhancing JEDI within Sea & Shore Solutions.

Responsibilities

The Executive Assistant will support administrative functions for the company. Responsibilities include, but are not limited to the following. This is an abbreviated list, see here for the full job description. 

• Manage day-to-day operations including business licensing, vendor payments, and invoicing
• Lead invoicing and accounts payable for the firm
• Manage subcontractors and subawardees agreements
• Lead planning and purchasing for team travel and in-person events
• Track contributions to the Nature-Based Business Model
• Organize receipts and purchases for simple bookkeeping in QuickBooks Online
• Support employee management, including hiring, payroll, and benefits administration
• Support procurement
• Support deliverable finalization
• Maintain a high level of communication through designated channels to support robust organization and clarity around project management and ongoing company work streams
• Shephard a positive attitude and work environment with team members and clients, cultivating gratitude, practicing self-compassion, and intentionally choosing optimism to navigate daily challenges

Desired Schedule

The S&S team meets regularly throughout the week. To align with team needs, the Executive Assistant will be expected to be online and working on S&S tasks from 2pm – 5pm ET on Mondays, Tuesdays, and Thursdays. Occasionally, time outside of this schedule may be requested based on administrative and procurement timelines.

Qualifications

Required

• Minimum of 5 years relevant experience in operations, administration, HR, or project management
• Experience with financial reporting, vendor coordination, and internal systems
• Highly experienced in invoicing and logistical planning
• Proficiency in professional software: Google suite (e.g., Docs, Sheets, Slides, Mail), QuickBooks Online
• Highly organized, fast learner, deeply curious, able to quickly jump into a new task
• Excellent written and verbal communication skills
• Comfort with remote work and ability to manage a flexible but predictable part-time schedule
• Ability to work independently and maintain confidentiality
• Must be based in the U.S.

Preferred 

• Experience working in a private, fast-paced company
• Bookkeeping experience
• Customer relations
• Experience organizing citations, including with citation software (e.g.,Zotero)