Executive Administrative Assistant

Informatics is a full-service digital agency that has earned client trust and built deep institutional knowledge since 1998. We exist to help businesses grow — not by delivering campaigns and counting clicks, but by building the strategies, systems, and creative work that drive measurable business outcomes. As we evolve into a Strategic Growth Partner, every member of our team is expected to think beyond the deliverable and own the result.

Our core values — People First, Wow Our Clients, Improve and Innovate, Grow the Business, and Give Back — are not aspirations. They are the standard by which every decision, relationship, and piece of work is measured. If you are motivated by doing work that matters and working with people who hold themselves to a high bar, you will thrive here.

The Executive Administrative Assistant provides high-level administrative and financial support directly to the owners of Informatics — responsible for accounts receivable and accounts payable, human resources and office administration, and the scheduling, reporting, and coordination supporting the leadership team.

The right person for the role is highly conscientious and detail oriented. They handle confidential financial, human resources, and strategic information, executes recurring financial and administrative processes without errors, and anticipates what leadership needs before being asked. A strong Executive Administrative Assistant is the operational foundation that supports the business leaders to spend time on running and growing the business.

1. Accounts Receivable Integrity

• Issue accurate, on-time client invoices in coordination with Client Success and Account teams.
• Track and follow up on outstanding balances; reconcile payments against invoices with zero unexplained discrepancies.
• Produce accurate, current AR aging reports for ownership on the agreed cadence.

2. Accounts Payable Accuracy

• Process vendor invoices and employee reimbursements accurately and on time, every cycle.
• Maintain complete, audit-ready payables documentation — no missing approvals or backup.
• Flag upcoming cash-flow obligations to ownership before they become urgent.

3. HR Administration & Compliance

• Support onboarding and offboarding logistics; maintain accurate, confidential benefits and payroll records.
• Support the recruitment process by scheduling and preparing for interviews.
• Primary owner of processing payroll on a monthly basis.
• Keep benefits administration, performance-review scheduling, and policy documentation current and compliant.
• Project lead the open enrollment process for the company.

4. Office Operations & Organization

• Own day-to-day office operations such as supplies, vendor relationships, and facilities issues.
• Maintain organized digital filing systems for team members to access necessary information or create workflows.
• Support company events and internal communications professionally and on schedule.
• Help organizing team building events, company volunteering opportunities, and client events.
• Manage multi-executive calendars and scheduling without double-booking or dropped requests.
• Plan and coordinate offsite leadership meetings end-to-end — venue, materials, logistics — so leadership can focus on the work, not the logistics.
• Prepare and distribute materials for recurring leadership meetings, including weekly Level 10 meetings, and run standard recurring reports accurately and on the agreed cadence.

• Issue accurate, on-time client invoices and maintain up-to-date accounts receivable records
• Track outstanding balances, reconcile payments, and produce AR aging reports
• Process vendor invoices and employee reimbursements accurately and on time
• Maintain audit-ready accounts payable documentation and monitor cash-flow obligations
• Support onboarding/offboarding logistics and maintain confidential personnel records
• Assist with benefits administration, performance-review scheduling, and policy documentation
• Own day-to-day office operations, vendor relationships, and facilities coordination
• Maintain organized digital and physical filing systems
• Manage executive calendars and scheduling…