Administrative Assistant (with Basic Bookkeeping) - Willetts Design & Associates : Job Details

Position Overview:

We are seeking an organized, proactive Administrative Assistant who is interested and able to take on light invoicing and basic bookkeeping responsibilities. This role involves supporting the firm's owner (lead designer) with daily administrative tasks while learning to manage basic Accounts Receivable and Accounts Payable, with training and oversight provided by our external bookkeeper. This position is ideal for someone with strong administrative skills who enjoys variety in their work and is eager to expand their financial skill set in a creative, design-focused environment.

Key Responsibilities:

· Administrative Support

o Coordinate calendars, meetings, and appointments for the lead designer/owner.

o Maintain office supplies, organize files, and manage general correspondence.

o Assist with project documentation, data entry, and client or vendor follow-ups.

o Support the design team with various ad hoc tasks in a small, dynamic office setting.

· Basic Invoicing / Bookkeeping

o Prepare and send client invoices under the direction of our external bookkeeper.

o Track incoming payments, follow up on outstanding balances, and record transactions accurately.

o Enter vendor bills and assist with payment processing.

o Collaborate with the external bookkeeper to learn best practices and ensure accurate financial records.

Qualifications:

· Previous administrative experience (office coordination, scheduling, data entry) is strongly preferred.

· Basic familiarity with invoicing, bookkeeping, or accounting software is a plus; willingness to learn is essential.

· Strong organizational skills, attention to detail, and ability to prioritize multiple tasks.

· Excellent verbal and written communication skills for interacting with clients, vendors, and colleagues.

· Comfortable working in a small-team, creative environment and “wearing multiple hats.”

· Proficiency in Microsoft Office (Word, Excel, Outlook) with intermediate knowledge of Excel.

Compensation and Terms of Employment:

· Pay commensurate with experience and skill set.

· This is a part-time position with the potential to develop into a full-time role as you grow into expanded responsibilities.

· In-office position located in La Quinta, CA.

If you're an adaptable, detail-oriented professional looking for an opportunity to learn and grow in a high-end interior design setting, please send your resume and a brief cover letter highlighting your relevant experience to [email protected]. We look forward to hearing from you!