Administrative Assistant

Job title: Administrative Assistant Type of employment: Full-time (Remote) Shift Schedule: 8 AM to 5 PM PST We are looking for a reliable and highly organized Administrative Assistant to support our growing team and ensure smooth daily operations across all departments. This full-time role offers the chance to work closely with leadership, handle administrative and operational tasks, assist with accounts receivable, and support internal processes in a dynamic, fast-paced consulting environment. About the Employer: Founded in 2006 and based in California, this firm specializes in strategic tax consulting, helping businesses secure tax credits and incentives such as R&D credits, state tax credits, and Section 174 capitalization, along with tax preparation and audit support. We are an energetic and highly effective team that thrives on innovation and collaboration. Our culture encourages personal and professional growth while empowering you to make a meaningful impact. We prioritize relationships and problem-solving, delivering value through a people-first and efficiency-driven approach. Company core values: Connection: We nurture relationships that bring together the best talent, tools, and possibilities. Accountability: We treat each clients business as if it were our own, taking responsibility for the outcomes of our actions. Love: We are committed to making a difference by putting people firstour clients, our employees, and our communities. We believe that caring deeply about what we do sets us apart. Objectives of this role: Provide full administrative support to leadership and the team. Ensure smooth workflows in scheduling, coordination, documentation, and financial tracking. Assist with accounts receivable and basic financial administration. Responsibilities: Manage the Founders calendar, internal and external meetings, and travel arrangements. Support staff onboarding and offboarding, including documentation, scheduling, and system access. Lead initial screening calls and coordinate candidates through the interview process. Draft professional emails, maintain internal communication, and manage documents. Process invoices, track accounts receivable, and liaise with clients on billing matters. Prepare meeting agendas, take minutes, and follow up on action items. Draft, review, and format contracts, reports, and client deliverables; maintain version accuracy. Manage e-signature workflows and maintain organized digital filing systems. Track team-wide tasks, deadlines, and internal requests; assist in improving administrative workflows. Required skills and qualifications: 3 to 5+ years of experience in administrative or operations support, preferably in professional services or remote work. Excellent written and verbal communication skills; comfortable working with executives, clients, and vendors. Strong organization and multitasking skills, with attention to detail. Proficiency in Microsoft Office (especially Excel), QuickBooks, HubSpot, and document management systems. Skilled in calendar management, meeting preparation, note-taking, and follow-up. Self-starter with the ability to anticipate needs and work independently. Trustworthy and professional when handling sensitive company, financial, and personal information. Preferred skills and qualifications: Experience with invoicing tools, billing platforms, and accounts receivable processes. Familiarity with DocuSign, Notion, Adobe/Xodo, or similar tools. Background in consulting, corporate, or remote work environments. Success in This Role: First 90 Days: Manage the Founders calendar and meetings without conflicts. Run meetings end-to-end: agendas, notes, and follow-ups. Execute onboarding/offboarding checklists. Track invoices, follow up with clients, and maintain AR records. Organize templates, contracts, SOPs, and track tasks. First 6 Months: Independently handle onboarding/offboarding and AR tracking. Maintain organized contracts, templates, and e-signature workflows. Prepare and run recurring meetings consistently. Standardize admin workflows and support the Founder. First Year and Beyond: Become the go-to expert for internal operations and admin efficiency. Implement process improvements across workflows and documentation. Support financial operations, including AR and audit prep. Manage strategic documentation and ensure team alignment.