DescriptionCompany Administrative Assistant (Remote – PST/CST Hours)📍 Remote | 🕒 Full-Time | 💼 Fast-Growing Consulting FirmAbout the CompanyWe are a fast-growing, innovation-driven consulting firm helping businesses unlock growth through strategic tax incentives and financial optimization. Since 2006, we have helped clients secure over $150M in tax savings, supporting innovation, expansion, and job creation.We are not a traditional firm.Our culture is built on Connection, Accountability, and Love — combining technical excellence with strong relationships, transparency, and measurable results. We value ownership, creativity, and people-first leadership.If you thrive in fast-paced environments, love building structure out of complexity, and want your work to have visible impact — this role is for you.The RoleWe’re looking for a highly organized, proactive, and dependable Company Administrative Assistant to become the operational backbone of our growing team.You’ll work closely with leadership, support cross-department coordination, manage executive scheduling, assist with accounts receivable tracking, and help keep our internal systems efficient and organized.This is a high-visibility, high-trust position with real ownership and growth potential.Key ResponsibilitiesExecutive & Calendar ManagementManage complex leadership scheduling across time zonesCoordinate internal/external meetings and travel logisticsAnticipate and prevent scheduling conflictsMeeting & Operations SupportPrepare agendas and meeting materialsTake structured meeting notes and track action itemsEnsure follow-through and accountabilityOnboarding & OffboardingCoordinate documentation, system access, and schedulingEnsure smooth transitions for new and departing team membersInterview Process SupportReview resumes and conduct initial discovery callsCoordinate candidates through interview stagesAccounts Receivable & Financial AdminProcess invoices and track receivablesFollow up with clients professionallySupport month-end reporting and audit preparationDocumentation & ComplianceDraft and format contracts, reports, and client deliverablesMaintain version control and SOP complianceManage e-signature workflowsProcess ImprovementMaintain internal task trackersIdentify inefficiencies and implement workflow improvementsCreate scalable administrative systemsWhat We’re Looking For3–5 years of experience in administrative or operations supportExperience in professional services or remote-first environmentsFamiliarity with invoicing tools and AR tracking (QuickBooks preferred)Strong Excel skills and comfort learning new tech toolsExperience with tools like DocuSign, HubSpot, Notion, or similarExcellent written and verbal communication skillsComfortable communicating with C-level stakeholdersExceptional organization and attention to detailHigh discretion with confidential informationSelf-starter mindset with strong problem-solving abilityWhat Success Looks LikeFirst 90 DaysLeadership calendar runs flawlesslyMeetings are structured, documented, and followed upOnboarding/offboarding executed with precisionAR tracking system organized and accurateOne administrative process improved6 MonthsFully own onboarding/offboarding processesHandle AR communications independentlyMaintain contracts and documentation systems seamlesslyNo missed deadlines due to strong systems and reminders1 Year & BeyondRecognized as the go-to person for internal operationsDrive workflow improvements across the organizationSupport strategic initiatives and documentation managementBecome a trusted operational partner to leadershipCompensation & Benefits✔ Competitive base salary (based on experience)✔ Clear growth path within a scaling firm✔ Entrepreneurial, ownership-driven culture✔ Direct exposure to leadership and strategic initiatives✔ Remote work flexibility (PST/CST schedule, Monday–Friday)Requirements3–5 years of experience in administrative, executive, or operations support roles.Proven experience managing complex executive calendars and scheduling across time zones.Strong proficiency in Microsoft Office, especially Excel and Outlook.Experience with invoicing systems and basic accounts receivable tracking.Familiarity with tools such as QuickBooks, DocuSign, HubSpot, Notion, or similar platforms.Excellent written and verbal communication skills in a professional environment.Ability to manage multiple priorities and meet deadlines in a fast-paced setting.Strong attention to detail with high accuracy in documentation and reporting.Experience supporting onboarding and offboarding administrative processes.High level of discretion and professionalism when handling confidential information.
