Administrative Support Assistant

Description

Position Summary:

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.

Job duties include but are not limited to the following:

Operations Support

• 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.

Finance Support

• 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.

Marketing Support

• 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.

General Administrative Duties

• 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.

Requirements

Education Requirements:

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

Experience:

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

Skills:

• 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., QuickBooks) is a plus.
• Excellent written and verbal communication skills.
• Ability to handle sensitive information with confidentiality.
• Strong problem-solving skills and a proactive attitude.

Salary : $22 - $25