Practice Operations Associate

Company Description

Are you looking to join an organization that is growing and dynamic? What about a high-energy, collaborative environment that rewards hard work?

J.S. Held is a global consulting firm providing technical, scientific, and financial expertise. Our professionals serve as trusted advisors to organizations facing high-stakes events demanding urgent attention, integrity, and clear analysis. We provide a comprehensive suite of services that helps clients navigate complex, contentious, and often time-sensitive situations. We are committed to our employees, our clients, and the communities we serve, and we encourage our people to achieve results that exceed expectations.

Job Description

We are seeking a dynamic and highly organized Operations Associate to support the Strategic Advisory Group across business operations, marketing and business development, financial administration, and other practice defining activities. This is a highly visible, service-oriented role for someone who can move comfortably between detailed execution and higher-level coordination, interface professionally with colleagues at every level, and respond quickly as priorities change.

The successful candidate will bring an ownership mindset to every assignment, with the judgment to recognize what is urgent, the discipline to track commitments through completion, and the flexibility to take on work of any size and have the mentality of nothing is too big or small to jump in and take care of. This person will serve as a dependable team member who uses technology, organization, and clear communication to keep initiatives moving and ensure important details do not fall through the cracks. 

Job Responsibilities

• Provide responsive day-to-day operational support to SAG leaders and team members, shifting focus as business needs and deadlines evolve.
• Coordinate work across senior leadership, practitioners, corporate functions, and external contacts while maintaining a polished and professional approach.
• Support marketing and business development activities, including opportunity tracking, meeting preparation, follow-up actions, event support, and maintenance of marketing materials.
• Create, update, and quality-check pitch decks, qualifications packages, presentations, and other client-facing materials in collaboration with subject-matter experts.
• Administer CRM data and processes, including new opportunity entry, contact and account updates, pipeline hygiene, activity tracking, reporting, and follow-up reminders.
• Monitor accounts receivable, work in process, billing status, collections follow-up, and related reporting; coordinate with project teams and Finance to resolve issues promptly.
• Prepare and support client invoicing, including gathering backup, confirming billing details, tracking approvals, monitoring invoice status, and maintaining accurate records.
• Develop and maintain trackers, dashboards, templates, shared workspaces, and process documentation that improve visibility, consistency, and accountability.
• Coordinate recurring and ad hoc meetings, prepare agendas and materials, capture decisions and action items, and follow through with owners until items are closed.
• Assist with onboarding, system access, internal requests, team communications, and other administrative or operational needs that help colleagues work effectively.
• Use Microsoft 365 and other business systems to streamline routine tasks, improve data quality, and identify practical opportunities for automation and process improvement.
• Handle confidential and sensitive information with care, sound judgment, and appropriate discretion.
• Anticipate needs, identify risks or missing information early, and escalate appropriately while offering practical solutions.
• Take on additional priorities as needed with a service mentality and a willingness to contribute wherever the team needs support.

Qualifications

The successful candidate will demonstrate the following professional abilities and experience:

• Experience in operations, project coordination, team support, marketing and business development support, finance administration, or a comparable client-service environment.
• Exceptional organization and follow-through, with a reliable system for managing multiple deadlines, requests, stakeholders, and recurring responsibilities.
• Ability to shift between strategic, analytical, administrative, and hands-on tasks without losing visibility into existing commitments.
• Strong service orientation and a consistent willingness to handle both high-profile assignments and routine details with equal care.
• Professional presence and communication skills, with the confidence and judgment to work effectively across all organizational levels and with external contacts.
• Working knowledge of marketing and business development workflows, presentation development, CRM administration, AR/WIP/billing management, and invoicing, or the ability to learn these areas quickly.
• Advanced proficiency or strong aptitude with Microsoft PowerPoint, Excel, Word, Outlook, Teams, and SharePoint; interest in using technology and automation to improve work.
• Ability to produce accurate, polished, and client-ready work products, including presentations, trackers, reports, and written communications.
• Sound judgment, discretion, and accountability when handling financial, client, personnel, or other confidential information.
• Proactive problem-solving skills, intellectual curiosity, and willingness to learn unfamiliar systems, processes, and subject matter.
• Ability to work independently, ask effective questions, collaborate across functions, and keep stakeholders informed.
• Comfort operating in a fast-paced environment where priorities may change and timely execution is essential.

Additional Information

This role requires regular computer-based work, participation in virtual and in-person meetings, and the ability to manage time-sensitive priorities. Flexibility may be needed outside standard business hours when business or client needs require it. The work arrangement and any travel expectations will be determined based on team and business requirements.

Some of the Benefits We Have Include

J.S. Held understands that our employees are people and that life sometimes requires flexibility. We work to provide an environment that supports our team’s needs.

• Generous FTO policy
• Medical, dental, and vision insurance
• 401(k) match
• Commuter benefit

Compensation

A reasonable estimate of the salary range for this role is $65,000-$80,000. Any offered salary is based on factors including skill set, experience, training, location, scope of role, and level of responsibility.

Other Duties

This job description is not designed to cover or contain a comprehensive listing of all activities, duties, or responsibilities required of the employee. Duties, responsibilities, and activities may change at any time with or without notice.

By submitting your application, you acknowledge that you have read the J.S. Held Online Privacy Notice and hereby freely and unambiguously give informed consent to the collection, processing, use, and storage of your personal information as required and described therein. California residents can click here to learn more about the personal information we collect and here to learn about additional privacy rights that may be available.

Please explore what we’re all about at www.jsheld.com.

EEO and Job Accommodations

We embrace diversity and our commitment to building a team and environment that fosters professional and personal enrichment is unwavering. We are greater when we are equal!

J.S. Held is an equal opportunity employer committed to hiring a diverse workforce. All qualified applicants will receive consideration for employment in accordance with applicable law. Applicants who need a reasonable accommodation during the hiring process may contact [email protected] and include “Applicant Accommodation” in the subject line, along with the request and contact information.

If you are an individual with a disability and would like to request for a reasonable accommodation, please email [email protected] and include “Applicant Accommodation” within the subject line with your request and contact information.