Administrative Assistant and assistant project manager

Legacy Books is seeking an administrative assistant who will play a vital role in supporting the day-to-day operations of a company dedicated to preserving meaningful stories and legacies. As we create custom, heirloom-quality books that help individuals and families share their histories, this role serves as a steady, trusted presence behind the scenes—instilling confidence in both our team and our clients. The position provides front office support, manages client invoicing and payments, assists with payroll and new hires, and supports individual projects through client onboarding and offboarding, along with tasks assigned by project managers.

Responsibilities

Manage front office inventory and filing

Manage the phones and respond to voicemails

Assist with sales / review new leads

Approve, export, maintain hours in timesheets from QuickBooks Time

Create time reports to assist with payroll

Create reports for bi-monthly meetings

Onboard new projects

Personalize work authorization forms for each clientWork Authorization Form

Receive and process content from clients, submitted both in-office and digitally

Manage bids for printing and binding

Coordinate shipments or in-person deliveries

Offboard completed projects

Find and vet contractors

Manage Team Meeting Schedules

Schedule, prepare for, and attend project status meetings (twice monthly)

Schedule, prepare for, and attend Executive and Team Project Reviews

Attend client meetings as assigned

Assist with client invoicing

30 hours / week on site in Riverton, Utah

Qualifications
Required Skills & Qualifications

Associate’s Degree in a related field

Incredibly organized and able to follow standard operating procedures

Prior administrative experience

Excellent computer skills

Attention to detail

Have access to a personal vehicle for pickups and deliveries

Desire to be proactive and create a positive experience for others

Ability to maintain polite and professional communication

Preferred Skills & Qualifications

Writing and family history research experience

Google Suite experience

Intuit experience

Adobe apps experience, especially InDesign and Acrobat

Additional Information
Please provide a cover letter and resume material.

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