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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