Administrative Assistant / Bookkeeper

This is an expert-level, dual-function role. You'll own the books in QuickBooks, run the donor support desk, manage calendars, and keep HubSpot and Virtuous organized and current. We are not looking for someone who needs to learn the ropes — we need someone who has done this work in a nonprofit context, does it exceptionally well, and can take full ownership from day one. What You'll Do • Own day-to-day bookkeeping in QuickBooks — transactions, reconciliations, and audit-ready financial record maintenance • Run the donor support desk independently — field inbound inquiries, manage giving changes, resolve donor questions with professionalism and care • Own calendar and scheduling management for the team • Maintain HubSpot contacts and operate basic workflows without requiring guidance • Support donor recordkeeping and data management in Virtuous • Proactively surface financial discrepancies, donor issues, or process gaps before they escalate What We're Looking For • Deep, proven QuickBooks bookkeeping experience — this is required and non-negotiable • Nonprofit bookkeeping experience specifically — not just general bookkeeping background • Demonstrated experience in a donor support or constituent-facing role; knows how to handle sensitive giving conversations with warmth and discretion • Proficient in HubSpot — contact management and workflow support without hand-holding • Experience with Virtuous or a comparable nonprofit CRM is strongly preferred • Strong EA or administrative background — owns calendars, inboxes, and communications independently • Available during US morning hours; self-directed and reliable in a remote environment • Catholic faith background or familiarity with Catholic nonprofit culture is a nice-to-have, not a requirement If you've built real expertise in nonprofit bookkeeping and donor relations and can operate at a high level without close oversight, this role is for you.