Administrative Assistant

The Administrative Assistant supports our team by managing essential administrative tasks, maintaining efficient office operations, and providing general assistance to ensure the smooth running of the business. They collaborate with internal and external stakeholders to achieve common goals, complete administrative requirements, and manage communications effectively.

You will work closely with leadership and our internal team to ensure the smooth functioning of daily business operations. In this position, you will help us facilitate in-person and remote meetings, events, and gatherings. While this is a remote role, it will require some trips to a physical location.

This position is:

• Full-time (~35 hrs/wk)
• Fully remote
• Team-focused

Success in this role depends on adept communication skills, a high level of organization, and the ability to help improve processes and team cohesion.

Other commonly used names for this role may include Executive Assistant, Office Manager, Administrative Coordinator, and Administrative Specialist.

Requirements

• Professional experience managing administrative tasks such as scheduling, email management, and document preparation.
• Demonstrated ability to organize and prioritize tasks effectively in a fast-paced environment.
• Professional experience using office software (e.g., Microsoft Office, Google Workspace) and administrative tools (e.g., Asana, Slack).
• A solid understanding of professional communication standards, both written and verbal.
• Experience managing confidential information with discretion.
• Demonstrated ability to onboard and integrate with an organization long-term.

Responsibilities

General

• Manage calendars and schedules for executives and team members, ensuring meetings are coordinated efficiently.
• Handle email communications, prioritize messages, and draft responses on behalf of team members including but not limited to the CEO and COO.
• Manage reception tasks such as answering and routing phone calls, responding to voicemails, and taking and delivering messages.
• Prepare and organize meeting documents, including agendas, reports, and presentations.
• Assist with creating agreements or other documents.
• Support the planning and execution of company events, meetings, and travel arrangements.
• Craft communications that meet our internal standards for professionalism and clarity.
• Create or update documentation based on administrative processes you manage.
• Assist in coordinating internal projects by managing timelines, tasks, and deliverables.
• Proofread and ensure the accuracy of documents and communications.
• Continually research and learn current and future best practices in office administration and efficiency tools.
• Learn, collaborate, and support other team members. Everyone, regardless of their role, can contribute something new to the team.
• Participate in the Celebration Committee which handles company events, parties and employee gifts
• Provide company notices

Office Admin

• Coordinate office cleaning and payment processes.
• Manage office maintenance and organize in-person meetings.
• Pick up mail from the office and reconcile any building issues.
• Ensure that business licenses, certificates, and insurance are in good standing.
• Facilitate the company information and announcements portion of the weekly team meeting.
• Monitor office supplies and order new stationery, furniture, appliances, and electronics as requested.
• Report office conditions to senior management and collaborate to improve office operations and procedures.

Finance

• Handle payroll tasks, including submitting payroll, managing reimbursements, deductions, commissions, raises, quality assurance, and taxes.
• Reconcile credit card transactions internally for billing and manage tax notices.
• Coordinate tax documents by pulling reports and yearly information.
• Oversee accounts payable, including managing accounts using accounting software, handling transactions for separate entities and vendors, analyzing workflow processes, and establishing and maintaining vendor relationships.
• Ensure bills and payroll are paid accurately and on time, process due invoices for payments, and compare purchase orders, prices, terms of payment, and other charges.
• Manage accounts receivable by creating and sending invoices, following up with customers with late invoices, collecting payments and accurately recording them in the system, creating reports and balance sheets, updating client accounts, conducting monthly invoice audits, reviewing hourly support client accounts, reviewing project budgets for burndown rates, and resolving billing errors.
• Review employee timesheets for completeness and accuracy.

HR

• Assist with hiring by scheduling interviews, documenting the interview process, and extending offers.
• Manage new employee onboarding and benefits administration (including healthcare, dental, disability, life insurance, and 401k).
• Track and monitor PTO and leave management.
• Document policies, handle dispute resolution, coordinate performance reviews, lead the Celebration Committee, and provide company notices.