Company Administrative Assistant (Remote – PST/CST Hours)

Company Administrative Assistant (Remote – PST/CST Hours)

📍 Remote | 🕒 Full-Time | 💼 Fast-Growing Consulting Firm

About the Company

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.

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 Role

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.

Key Responsibilities

Executive & Calendar Management

• Manage complex leadership scheduling across time zones
• Coordinate internal/external meetings and travel logistics
• Anticipate and prevent scheduling conflicts

Meeting & Operations Support

• Prepare agendas and meeting materials
• Take structured meeting notes and track action items
• Ensure follow-through and accountability

Onboarding & Offboarding

• Coordinate documentation, system access, and scheduling
• Ensure smooth transitions for new and departing team members

Interview Process Support

• Review resumes and conduct initial discovery calls
• Coordinate candidates through interview stages

Accounts Receivable & Financial Admin

• Process invoices and track receivables
• Follow up with clients professionally
• Support month-end reporting and audit preparation

Documentation & Compliance

• Draft and format contracts, reports, and client deliverables
• Maintain version control and SOP compliance
• Manage e-signature workflows

Process Improvement

• Maintain internal task trackers
• Identify inefficiencies and implement workflow improvements
• Create scalable administrative systems

What We’re Looking For

• 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

What Success Looks Like

First 90 Days

• Leadership calendar runs flawlessly
• Meetings are structured, documented, and followed up
• Onboarding/offboarding executed with precision
• AR tracking system organized and accurate
• One administrative process improved

6 Months

• Fully own onboarding/offboarding processes
• Handle AR communications independently
• Maintain contracts and documentation systems seamlessly
• No missed deadlines due to strong systems and reminders

1 Year & Beyond

• Recognized as the go-to person for internal operations
• Drive workflow improvements across the organization
• Support strategic initiatives and documentation management
• Become a trusted operational partner to leadership

Compensation & 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)

Requirements

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.