Administrative Support Assistant

Description

The Administrative Assistant – Operations & Finance provides high-level administrative and clerical support to both the Operations and Finance departments. This position plays a key role in maintaining efficient workflows, supporting daily financial and operational activities, coordinating internal processes, and ensuring compliance with organizational policies and deadlines.

• Assist with Time and Billing
• Assist with Client Monthly Billings
• Assist with Client AR including collections
• Maintain the Time & Billing database
• Produce monthly reporting
• Produce reporting as requested
• Answer Client Emails
• Year End Procedures
• Prepare Invoices, Post Invoices, Credit Invoices, Delete Invoices and Email Invoices
• Time Entry Changes (Move, Delete, Change)
• Make client info changes (email, address and name)
• Assist in coordinating and tracking operational projects, timelines, and deliverables.
• Prepare and maintain operational reports and documentation.
• Coordinate logistics for meetings, events, and training sessions.
• Assist with performance metrics reporting and data analysis for process improvement.

• Support the Finance department in accounts payable/receivable processing.
• Assist with reconciliations, budget tracking, and expense monitoring.
• Maintain financial records, spreadsheets, and reports with confidentiality and accuracy.
• Liaise with vendors, clients, and internal staff regarding billing, payments, and documentation.
• Support the Finance team during audits and month-end/year-end closing procedures.

• Assist in coordinating marketing materials, social media posts, and newsletters.
• Help update community page with content under supervision of the Marketing and Operations team.
• Maintain inventory for career fairs and trade shows.
• Support the planning and logistics of company events, trade shows, or community outreach.
• Compile and distribute basic marketing reports or engagement metrics as directed.

• Serve as a liaison between Operations, Finance, and other departments.
• Manage calendars, schedule meetings, and coordinate travel arrangements.
• Handle confidential information with professionalism and discretion.
• Contribute to continuous improvement initiatives and administrative process optimization.

High school diploma required. Associate’s degree in Business Administration, Accounting, Finance, or a related field preferred.

2–4 years of experience in administrative support, preferably within Operations or Finance functions.

• Strong organizational and multitasking skills with attention to detail.
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and/or Google Workspace.
• Experience with Practice Management a plus.
• Experience with accounting systems (e.g., Quick Books) is a plus.
• Excellent written and verbal communication skills.
• Ability to handle sensitive information with confidentiality.
• Strong problem-solving skills and a proactive attitude.