Company Administrative Assistant (Remote – PST/CST Hours)
About the position We 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. 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. This role is for individuals who thrive in fast-paced environments, love building structure out of complexity, and want their work to have visible impact. We’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.
Responsibilities
- Manage complex leadership scheduling across time zones
- Coordinate internal/external meetings and travel logistics
- Anticipate and prevent scheduling conflicts
- Prepare agendas and meeting materials
- Take structured meeting notes and track action items
- Ensure follow-through and accountability
- Coordinate documentation, system access, and scheduling for onboarding and offboarding
- Ensure smooth transitions for new and departing team members
- Review resumes and conduct initial discovery calls
- Coordinate candidates through interview stages
- Process invoices and track receivables
- Follow up with clients professionally
- Support month-end reporting and audit preparation
- Draft and format contracts, reports, and client deliverables
- Maintain version control and SOP compliance
- Manage e-signature workflows
- Maintain internal task trackers
- Identify inefficiencies and implement workflow improvements
- Create scalable administrative systems
Requirements
- 3–5 years of experience in administrative or operations support
- Experience in professional services or remote-first environments
- Familiarity with invoicing tools and AR tracking (QuickBooks preferred)
- Strong Excel skills and comfort learning new tech tools
- Experience with tools like DocuSign, HubSpot, Notion, or similar
- Excellent written and verbal communication skills
- Comfortable communicating with C-level stakeholders
- Exceptional organization and attention to detail
- High discretion with confidential information
- Self-starter mindset with strong problem-solving ability
- 3–5 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.
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)
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