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Administrative and Bookkeeping Associate

  • Category: Administration
  • Location: Waltham, Massachusetts
  • Work Arrangement: Hybrid
  • Type: Part-time

Local nonprofit working to help change attitudes and create an environment of understanding and inclusivity seeks a part-time Administrative and Bookkeeping Associate. Great culture and team environment!  

Hours/Schedule: 20 – 25 hours/week. Schedule is flexible during standard business hours (M-F, 8:30am-5pm) with Wednesdays in office from 9:30am – 2pm. 

Job Type: Contract to perm

Location Requirements: Mainly remote with 1 day/week in office in the Waltham office (Wednesdays) for team lunches and meetings

Rate: $25/hr-$30/hr

Job Description: The organization is seeking a compassionate, dedicated individual with an understanding of LGBTQ+ issues who wants to make a meaningful impact by championing LGBTQ+ rights and driving positive societal change. 

This is a nonprofit organization of parents, families, friends, and LGBTQ+ individuals who help change attitudes and create an understanding environment to build a safer and more inclusive world for our LGBTQ+ family and friends. They accomplish their goals through support, education, and advocacy by offering monthly support groups, a confidential resource line, parent-to-parent support, and Safe Schools and Community training programs.

The Administrative & Bookkeeping Associate plays a key role in all operations and reports to the Executive Director (ED), providing administrative, operational, and accounting support, and works closely with the organizations external accounting partner.


  • Assist the Executive Director (ED) with day-to-day administrative tasks, such as scheduling, correspondence, document management, and mail handling
  • Assist ED and external accounting partners with day-to-day accounting tasks such as:
    • Accurate and timely payment of the organization’s expenses
    • Accurate and timely issuance of invoices to customers and sponsors, monitor payments
    • Prepare weekly bank deposits
    • Assist with the monthly closing activities, including gathering bank statements and reconciling credit card expenses
    • Assist with the annual audit process
    • Assist in preparing financial reports and budget documents
    • Maintain digital and physical financial records
  • Coordinate office supplies, equipment, and technology, ensuring a well-organized and efficient in-person and remote workplace
  • Manage HR-related tasks, including onboarding, employee record maintenance, and benefits administration
  • Oversee application of company policies, including benefits such as vacation and sick leave
  • Assist with insurance renewals, including workers’ compensation, general liability, and directors and officers insurance
  • Google and Zoom user administration, including adding new users and deactivating users
  • Support event planning and logistics for meetings, special events, conferences, and fundraising gala 
  • Identify opportunities to streamline processes, reduce costs, and eliminate waste

  • Ability to speak passionately to the organization’s mission, with an explicit understanding of gender identity and expression.
  • Demonstrated commitment to building a safer and more inclusive world for LGBTQ+ youth and adults through formal or informal work as an ally or advocate
  • At least 2 years of administration, accounting assistant/accounting clerk, or similar work experience
  • Good math skills and the ability to spot numerical errors
  • Hands-on experience with MS Excel and accounting software (e.g. QuickBooks,
  • Ability to handle sensitive, confidential information
  • Ability to flex to various needs and troubleshoot
  • Demonstrated ability to work collaboratively with various stakeholders, including volunteers, community partners, staff, board members, and contract partners 
  • Excellent organizational skills that result in stellar project management and an ability to move projects forward
  • Excellent communication skills and experience with internal and external communications
  • Demonstrated mastery of Excel, Word, PowerPoint, Zoom, Gmail, and Google Workplace (shared drives, groups, documents, sheets, calendar, chat, or similar applications)
  • Comfortable learning new systems and applications (Ex. Quickbooks, Salesforce,, Constant Contacts, Asana, Google User Administration, Squarespace, banking portals, etc)


FlexProfessionals respects and seeks to empower each individual and support the diverse cultures, perspectives, skills and experiences of its candidate network. FlexProfessionals does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. The candidates whose resumes are shared with our business clients are selected on the basis of qualifications, merit, and business need.  

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