Executive Assistant - Tour Logistics & Bookkeeping

Overview This is a hybrid Executive Assistant role built for a touring company, not a corporate suite. You will keep day\-to\-day QuickBooks entry clean across multiple related entities, own the hotel and travel arrangements that move our people from city to city, and handle the ordinary executive\-assistant work that keeps ownership and operations from dropping balls. You will work primarily from home, come into the Tonganoxie shop one day each week, and coordinate closely with the Production Manager on every travel booking. The person who succeeds here is extremely detail\-oriented, starts work without being asked, and does not need someone standing over their shoulder. A missed reservation or a miscoded bill is not a paperwork problem on this tour. It is a crew standing in a parking lot or a set of books that no longer tie. What You Will Own Multi\-entry Bookkeeping in QuickBooks Enter bills, expenses, credit\-card activity, and other day\-to\-day transactions in QuickBooks across the organization’s related companies, coding each item to the correct entity, account, and job. Keep vendor records, customer records, and recurring entries current. Attach backup. Flag duplicates, missing receipts, and anything that does not belong. Prepare items for review and payment. Route bills and invoices through the company’s approval process rather than paying or committing funds on your own. Support bank and credit\-card reconciliations by gathering statements, matching transactions, and noting exceptions for Payroll and the outside accountant. Handle intercompany coding carefully so activity that belongs in one company does not land in another. This is staff\-level bookkeeping and data integrity – not month\-end close, tax preparation, or controller work. Tour Travel, Lodging, \& Crew Movement Own hotel and lodging reservations for drivers, crew, and staff as the tour moves across the United States — often on tight turnarounds and changing show schedules. Arrange commercial travel, ground transportation, and other movement of employees between events, the shop, and home as directed. Build and maintain a living itinerary: who is where, what is booked, confirmation numbers, cancellation windows, and who still needs a room. Coordinate every booking with the Production Manager so lodging and travel match the actual production plan, not last week’s version of it. Watch costs, cancellation policies, and group\-block terms. Rebook, cancel, or extend without leaving the company holding empty rooms or a stranded crew. Be reachable for last\-minute changes during peak tour weeks. Shows move. Weather happens. Someone will need a room tonight. Executive \& Office Support Manage calendars, correspondence, and follow\-up for ownership and operations leadership. Prepare packets, trackers, and short written summaries so decisions can be made from current information. Maintain files, vendor contacts, and the ordinary records an office of this size depends on. Take incoming calls and email, route them to the right person, and close the loop so nothing sits unanswered. Help with light project work, event\-week checklists, and other tasks as assigned. On a small touring team, the useful person does the next right thing. Requirements Proven experience as an executive assistant, office manager, bookkeeper, travel coordinator, or a close mix of those seats. Working knowledge of QuickBooks (Online preferred) and the discipline to code transactions to the right company the first time. Real experience booking hotels and travel for other people — not just booking your own trips. Extreme attention to detail. Confirmation numbers, dates, names, entity codes, and dollar amounts have to be right. A self\-starter who organizes their own work, asks a clean question when something is unclear, and otherwise operates with minimal oversight. Clear written and verbal communication. You will be emailing hotels, texting the Production Manager, and writing short notes for ownership in the same afternoon. Reliable high\-speed internet and a quiet place to work on remote days. Ability to work from the Tonganoxie shop one day each week. Ideal candidates live in the Kansas City, Lawrence, or Topeka area, or within about an hour of Tonganoxie. Comfort with a tour calendar that does not observe a tidy Monday\-through\-Friday rhythm. Most of the work is weekday and remote; peak weeks will ask more of you. Preferred Bookkeeping across more than one legal entity, or experience supporting a multi\-company family business. Experience supporting a touring, seasonal, live\-event, motorsports, or other road\-based operation. Familiarity with travel\-management tools, hotel group blocks, and corporate card programs. A working knowledge of Microsoft Excel or Google Sheets beyond basic data entry. Pay: From $52,000\.00 per year Benefits: Dental insurance Flexible schedule Health insurance Life insurance Paid time off Vision insurance Work Location: Hybrid remote in Tonganoxie, KS 66086