Administrative Assistant

As an Administrative Assistant, you will support day-to-day business operations by providing administrative, financial, and organizational support to internal teams and leadership. This role is responsible for coordinating administrative activities, supporting accounting processes including accounts receivable and accounts payable, assisting with collections, and maintaining accurate electronic documentation. The Administrative Assistant will help ensure efficient office operations and contribute to a highly organized and responsive work environment.

This remote role can be located anywhere within the U.S. to perform the required responsibilities.

KEY FUNCTIONAL EXPECTATIONS

• Provide general administrative support to leadership and internal teams.
• Manage calendars, schedule meetings, coordinate internal and external communications, and assist with travel arrangements when needed.
• Prepare, format, and distribute business documents, reports, and presentations.
• Support Accounts Receivable (AR) processes including invoice tracking, monitoring outstanding balances, and assisting with collections follow-ups.
• Assist with Accounts Payable (AP) processes including tracking invoices, submitting expenses, and ensuring timely payment processing.
• Support collections activities by monitoring aging reports and following up with clients regarding outstanding invoices in a professional and timely manner.
• Maintain accurate electronic filing systems, including organizing contracts, invoices, project documentation, and financial records.
• Ensure proper version control and document management across internal shared systems.
• Assist with data entry and maintenance of company records within internal systems.
• Prepare reports, spreadsheets, and summaries to support finance, operations, and leadership teams.
• Help coordinate internal processes to improve administrative efficiency and organization.
• Maintain confidentiality of financial information, contracts, and internal documents.

KEY TEAM EXPECTATIONS

• Foster a culture of proactive communication, responsiveness, and collaboration.
• Support team members across departments with administrative and operational needs.
• Demonstrate strong attention to detail and organizational skills in managing documentation and processes.
• Ability to take direction from multiple stakeholders and appropriately prioritize tasks.
• Maintain professionalism and a service-oriented mindset when interacting with internal teams.
• Identify opportunities to improve administrative workflows and document management practices.
• Contribute to a positive, supportive, and highly organized team environment.

REQUIRED SKILLS AND EXPERIENCE

• 2+ years of experience in an administrative assistant, office coordinator, or operations support role.
• Experience supporting Accounts Receivable, Accounts Payable, or basic accounting functions is a plus.
• Strong organizational and electronic document management skills.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) or similar productivity tools.
• Experience working with Quickbooks, accounting or financial systems is a plus.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to manage multiple priorities simultaneously.
• Ability to work independently in a remote environment while maintaining strong communication with team members.
• Strong problem-solving skills and a proactive approach to administrative support.
• Ability to maintain confidentiality and handle sensitive financial information.