Operations Assistant

We are seeking a highly organized, detail-oriented Operations Assistant to support the day-to-day administrative, financial, and operational functions of our marketing agency. This is a position designed to bring structure, consistency, and capacity to areas of the business that require focused administrative and project management attention. The right candidate is tech-savvy, self-directed, and genuinely comfortable working at the intersection of financial administration, project management systems, and business operations. Familiarity with AI tools is a meaningful differentiator in this role. This is a part-time contractor position , ideally suited to a candidate who can work on-site periodically (Napa/American Canyon area) , given the physical nature of some bookkeeping and financial tasks.

PRIMARY RESPONSIBILITIES

Financial Administration & Bookkeeping Manage invoicing and accounts receivable; track outstanding balances and follow up on overdue accounts.

Perform monthly bookkeeping tasks:

journal entries, account reconciliations, and financial statement preparation in QuickBooks or Xero. Support payroll processing (review time logs for errors and ensure logs are complete & according to protocol). Assist with quarterly tax payments, property tax calculations, and annual corporate tax preparation coordination. Handle routine corporate compliance matters. Project Management & Operations Maintain consistency and quality control within our project management platform (Teamwork.com): create new projects, ensure tasks are properly set up with accurate estimated time, assist with task assignments, and flag items at risk of slipping. Triage and route incoming support tickets (via Teamwork Desk), ensuring requests are assigned to service experts and tracked to completion. Prepare monthly project invoices in project management system which feed actual billing in QuickBooks (or Xero). Monitor time budgets in project management system (with Account Manager & COO). Assist with monitoring project profitability. Assist with internal workflow design and process improvement initiatives. Develop and maintain business process documentation and standard operating procedures for operational tasks and other department processes. Technical Operations & File Management Manage SharePoint file structure: organize, consolidate, and maintain internal document libraries so that resources are consistently accessible to the team. Assist with AI context document management: keep organizational AI context files current, organized, and stored in designated locations as the agency's AI operations expand.

Support website maintenance coordination:

track plug-in updates, maintenance reports, and website performance items; coordinate with the COO to assign and close tasks. Assist with vendor-related operational tasks (e.g., supplier communication logs, contract tracking, monitoring tasks). Executive & Administrative Support Provide executive-level administrative support to the

CEO and COO:

calendar coordination, document / email drafting, meeting follow-up, and task tracking.

Assist with HR-adjacent administrative tasks:

team member onboarding & documentation, contractor / employee agreements, and general record maintenance. Monitor and flag operational inconsistencies or data quality issues (e.g., duplicate entries, outdated records) in financial and project management systems.

QUALIFICATIONS & SKILLS

Demonstrated experience in business administration, project management, executive assistance, or a similar operational role.

Proficiency with bookkeeping software:

QuickBooks Online or Xero required. Experience with at least one project management platform (Teamwork, Monday.com, Notion, Asana, Basecamp, or equivalent). Proficient with Microsoft Excel and strong command of Microsoft Office (Word, PowerPoint, Outlook). Familiarity with SharePoint or similar document management systems is a plus. Genuine comfort with technology and the willingness to learn new platforms quickly; this agency runs on digital tools across every function. Working familiarity with AI tools (ChatGPT, Claude, or similar) and enthusiasm for incorporating AI into administrative workflows. Exceptional organizational skills with a high bar for accuracy, consistency, and follow-through. Ability to work independently with minimal supervision; proactive in flagging issues and proposing solutions. Comfortable with physical administrative tasks (processing paper receipts, handling checks, managing physical files) on a periodic on-site basis. Excellent verbal and written communication skills for internal / external correspondence and documentation. Prior experience supporting a small business, agency, or professional services firm is preferred.

COMPENSATION & LOGISTICS

Position type: Independent contractor.

Hours:

Part-time, approximately 20 hours per week, with the potential to grow toward a full-time role.

Location:

Napa/American Canyon area preferred. Periodic on-site availability is required for physical bookkeeping tasks. Remaining work may be performed remotely.

Rate:

$30-$35/hour, based on experience. This role has a clear path toward expanded scope / management and increased hours as the agency grows.

REPORTING COO / CFO

with dotted line to

CEO ABOUT WSI NEXT GEN MARKETING WSI

Next Gen Marketing is a Napa, CA-based and locally owned digital marketing agency, established in 2014. We have served over 200 clients across the North Bay Area and nationally in the wine and tourism industries. Through our partner network, we are connected to leading technology platforms and digital marketing resources.

We offer full-service digital marketing:

website design and development, SEO/GEO, digital advertising, social media, graphic design, and email marketing campaigns.

OUR CORE VALUES

Passionate about what we do. We are client focused. Trustful and fun to work with. We foster teamwork. Provide value for clients with top-quality deliverables. Professional, ethical, and respectful work conduct. Continuous improvement and desire to always be learning.

Pay:

$30.00 - $35.00 per hour

Benefits:

Flexible schedule Professional development assistance

Experience:

Project Management:

2 years (Required)

Bookkeeping:

2 years (Required)

Business Operations:

2 years (Required)

AI Knowledge:

1 year (Required)

Executive Assistant:

1 year (Preferred)

Work Location:

Hybrid remote in American Canyon, CA 94503