Heartwood Bookkeeping — Portland, OR
About Us
Heartwood Bookkeeping is a boutique bookkeeping firm providing stress-free, reliable financial support to small businesses across Oregon, Washington, and California. We help our clients stay organized, informed, and confident through thoughtful bookkeeping, payroll support, reconciliations, and clear reporting.
We believe great systems start with great people. Our team values curiosity, follow-through, and collaboration — and we’re committed to training the right people the right way.
Position Overview
We’re looking for a detail-oriented, organized Administrative Assistant to support our account managers and keep our day-to-day operations running smoothly. This role is ideal for someone early in their career who enjoys helping others stay organized, communicating clearly, and learning how a professional services firm operates behind the scenes.
You do not need prior administrative experience to apply. We’re happy to train someone bright, dependable, and eager to learn — especially if you enjoy creating order, managing tasks, and supporting a team.
What You’ll Do
Manage and organize account manager email inboxes
Send and track client information requests
Field inbound calls from prospective clients and route appropriately
Prepare for meetings (agendas, materials, scheduling support)
Take meeting notes and distribute follow-ups
Manage and maintain our internal task-tracking software
Oversee office organization and supply stocking
Provide general administrative and operational support to the team
Who You Are
Highly organized with strong attention to detail
Clear, professional communicator (written and verbal)
Comfortable juggling multiple tasks and priorities
Proactive, dependable, and eager to be helpful
Tech-comfortable and quick to learn new tools
Enjoys supporting others and making systems run smoothly
What We Offer
Structured onboarding and hands-on training
Mentorship and support from experienced account managers
Clear processes and expectations — with room to grow
A collaborative, respectful team environment
PTO and paid holidays
Medical, dental, S125 Flex Spending Account, retirement benefits
Preferred Qualifications (Not Required)
Prior office, customer service, or administrative experience
Familiarity with MS office, Google Workspace or task management tools
Interest in operations, client service, or business administration
Why Heartwood?
At Heartwood Bookkeeping, we take pride in being dependable partners to our clients and supportive teammates to one another. We value thoughtful work, clear communication, and continuous learning — and we believe entry-level roles should be designed for growth, not burnout.
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How to Apply
Please send your resume and a brief cover letter. Tell us what excites you about this role and how you like to stay organized.