Operations Assistant & Bookkeeper

**Job Title:** Operations Assistant \& Bookkeeper **Location:** Remote (U.S. Eastern Time Zone) **Employment Type:** Full\-Time **Annual Salary:** $75,000 **Reports To:** Chief Operating Officer (COO) **About the Role** The Israel Institute is seeking a highly organized, proactive, and detail\-oriented operations assistant \& bookkeeper. This dual\-function role combines robust financial record\-keeping with organizational support. The ideal candidate possesses strong executive function, a facility for numbers, exceptional communication skills, and the ability to maintain confidentiality. **Key Responsibilities** **Financial \& Bookkeeping Management** * **Daily Accounting**: Code all transactions, reconcile bank accounts, and manage credit card statements within QuickBooks Online (QBO). * **Accounts Payable**: Audit incoming invoices for accuracy; check and submit invoices, grant disbursements, and employee reimbursements for formal payment approval. * **Mail \& Revenue Operations:** Manage the organizational PO Box; receive, track, and log all incoming funds (donations, incoming wire details, etc.) in addition to processing outgoing disbursements. * **Compliance \& Tax Support**: Prepare and disseminate individual tax forms for U.S. citizens and foreign nationals. Support the external accounting team with reports for annual audits and Form 990 submissions. * **Payroll \& Benefits**: Record payroll cycles and accurately process 401(k) retirement payments. * **Stakeholder Relations**: Serve as the primary financial point of contact for vendors and grantees. Correspond with professors and university administrators using professional and diplomatic language. * **Budgeting \& Records**: Assist the leadership team with G\&A budgeting and maintain meticulously organized, audit\-ready financial records. **Operations \& Systems Support** * **Vendor Liaison:** Serve as the main point of contact for our external IT support and HR service providers. * **Database Management:** Maintain, regularly back up, and perform quality control checks on the organizational database to ensure data integrity. * **Grant Software Administration:** Assist with grant application software management, including functionality testing, troubleshooting with the software vendor, and updating application forms. * **Administration \& Compliance:** Maintain official organizational records, corporate insurance policies, and compliance filings for licenses or renewals**.** Support the executive director by arranging travel and hotel. * **Team Coordination:** Manage scheduling for program staff, including coordinating internal meetings and grantee interviews. * **Documentation:** Maintain and regularly update the office operations manual; and Other duties as assigned by the Executive Director and COO. **Position Requirements** * **Education:** Bachelor’s degree required. * **Technical Skills:** Proficiency with Microsoft 365 suite (specifically Outlook, Word, and Excel). C