Executive Operations Assistant

Welcome to the Role
We’re a growing bookkeeping firm based in Steamboat Springs, Colorado supporting business owners locally and across the country. We help a wide range of businesses truly understand their numbers so they can make confident and informed decisions.

And we’re growing.

More clients.
More projects.
More ideas.
More momentum.

We’re looking for an Executive Operations Assistant who will work directly with our CEO and help turn that momentum into organized, intentional execution. Someone who can jump into strategy conversations, help us map things out, and then bring those ideas to life in a way that supports the entire team.

This is not a basic admin role.

This is a high-trust, high-responsibility position for someone who thrives on clarity, structure, and forward movement. Someone who loves keeping things organized behind the scenes but also enjoys being in the room when ideas are born.

If you’re energized by collaboration, think in systems, and take pride in making things run smoothly and efficiently… you’ll love it here.

Why this Role Exists

As we grow, complexity grows with us. This role exists to create structure inside that momentum.

You will work directly with the CEO to turn vision into organized execution, strengthening systems, supporting the team, and ensuring client operations run smoothly and consistently.

You will be the operational glue that keeps leadership organized, projects moving, and nothing falling through the cracks.

They Way We Work Together

We’re a collaborative team that cares deeply about doing meaningful, high-quality work for our clients.

We show up with curiosity, ownership, and a willingness to help things move forward. When something isn’t working, we talk about it. When something can be improved, we improve it. When someone needs support, we step in.

We value:

• Clear, kind communication
• Taking ownership of your work
• Being proactive instead of reactive
• Supporting the team without creating dependency
• Continuously improving how we do things

We work best with people who are thoughtful, reliable, and willing to figure things out not just complete tasks, but understand the “why” behind them.

There’s a lot of trust here. And that trust is built through consistency, communication, and follow-through.

What Makes Someone Thrive Here

We’re not just looking for someone organized. We’re looking for someone who brings energy into the room.

The kind of person who:

• Is naturally enthusiastic and confident speaking up
• Gets excited about ideas and thinks out loud
• Loves whiteboard sessions and strategic brain dumps
• Feels energized (not drained) by big-picture conversations
• Can zoom out to see the vision and zoom in to handle the details
• Enjoys improving systems instead of just maintaining them
• Can brainstorm for an hour and then immediately open our tools and start building

This role thrives on momentum. We brainstorm. We map out scenarios. We get ideas flowing. We build on each other’s thoughts until something clicks.

If you’re the type of person who says, “Wait, what if we tried…” — you’ll fit right in.

Who this is NOT For

This role is not a fit for everyone and that’s intentional.

It’s not a fit if you:

• Prefer highly structured, step-by-step work with minimal autonomy
• Don’t enjoy collaboration or being part of ongoing problem-solving
• Get overwhelmed by shifting priorities as a business grows
• Want a strictly administrative role with no involvement in ideas or improvements
• Struggle with ownership or working through ambiguity

We’re a growing business, which means things evolve and priorities can shift. This role requires flexibility, curiosity, and a willingness to engage not just execute.

If you enjoy structure and helping build it, you’ll likely thrive here.

What You’ll Be Responsible For

CEO & Leadership Support

• Manage and protect CEO calendar and priorities
• Prepare meeting agendas and document follow-ups
• Track leadership action items and commitments
• Compile KPI dashboards for quarterly performance reviews
• Prepare materials for client proposals and pricing updates
• Maintain organized documentation of decisions and processes

Client Operations & Logistics

• Manage onboarding logistics for new clients
• Track document collection and client deadlines
• Distribute financial reports and maintain client portals
• Manage software access and login organization
• Improve and standardize client communication templates

Internal Systems & Workflow

• Maintain and update SOP library
• Track workflow bottlenecks and follow up with team members
• Prepare weekly team meeting agendas and recap notes
• Support system implementations and QBO conversions
• Assist with KPI tracking and bonus calculation documentation

Office & Administrative Operations

• Oversee outgoing client payments, including printing and mailing checks
• Maintain organized digital and physical filing systems
• Ensure office supplies and materials are consistently stocked
• Support day-to-day administrative needs that keep the team operating efficiently

Special Projects

• Support internal process improvement initiatives
• Help implement new tech and operational systems

Bonus if you have:

• Experience in bookkeeping, accounting, or financial services
• Experience in project management
• Familiarity with QuickBooks Online and workflow tools

Compensation & Benefits

We believe great people should feel supported, valued, and invested in.

This role includes:

• Competitive hourly compensation (based on experience)
• 401(k) retirement plan
• Paid time off + holiday pay
• Sick Pay
• Flexible working hours within our core team schedule
• Bonus potential based on performance and company growth
• Opportunities for long-term growth as the firm continues to expand

We are growing quickly, which means this role is not static. There is real opportunity to expand responsibilities, shape systems, and grow with the company over time.

Let’s Build Something Together

If you’ve made it this far, this role likely feels a bit different than most.

We are looking for someone who enjoys thinking, collaborating, and turning ideas into clear, working systems.

This role sits close to leadership and plays an important part in how our business runs day to day. You will help bring structure to ideas, keep things moving, and support the team in staying organized and aligned.

There will be clear expectations and structure, along with space to contribute, improve systems, and help shape how things operate.

If you enjoy organizing complexity, working closely with others, and being part of a team that builds and improves together, we would love to hear from you!

How to Apply
1. Include your Resume

2. Include a short video (2-3 minutes) introducing yourself and explaining why you are a great fit for this role!

3. Send an email with all the above to kacie@adventureawaitsbookkeeping.com.

Deadline to Apply 5/1/2026!

Pay: $20.00 - $35.00 per hour

Benefits:

• 401(k)
• Flexible schedule
• Paid time off

Work Location: Remote