Position Summary
We are seeking a highly organized, proactive Remote Administrative Assistant to support the Executive Leadership Team. This role is critical to ensuring smooth day-to-day operations through strong administrative, accounting, compliance, and coordination support.
The ideal candidate is disciplined, detail-oriented, and comfortable managing multiple workflows independently in a fast-paced, service-driven environment. This role requires strong follow-through, confidentiality, and the ability to work across executive, finance, operations, and business development functions.
Key Responsibilities
Financial & Accounting Support (will train)
- Perform daily QuickBooks Online reconciliations and ensure accurate transaction coding
- Issue, track, and manage employee expense reports
- Assist with Accounts Receivable, including follow-ups and client communication as needed
- Support billing workflows, including invoice review, verification, and submission
Compliance, Licensing & Vendor Management
- Assist with state and municipal licensing applications, renewals, and compliance tracking
- Manage vendor registrations across client, government, and third-party portals
- Support document submissions for state, municipal, and federal bid lists
- Coordinate with Business Development to ensure all required compliance documentation is complete
Operational & Administrative Support
- Prepare and maintain Quality Assurance Reports for key client accounts
- Assist with materials for Quarterly Business Reviews (QBRs)
- Maintain internal filing systems and executive documentation
- Provide general administrative support including scheduling, email coordination, document formatting, and follow-ups
- Follow established SOPs, checklists, and workflows while flagging gaps or inefficiencies
Cross-Functional Coordination
- Collaborate with Operations, Finance, HR, and Business Development teams
- Track deadlines, renewals, compliance requirements, and outstanding items
- Assist with gathering data and documentation for executive-level decision-making
Required Qualifications
- 3+ years of experience in administrative or executive support, preferably in a remote environment
- Strong proficiency in QuickBooks Online and Microsoft Office 365 (Excel, Outlook, Teams)
- Experience supporting billing, invoicing, or accounting-related functions
- Exceptional organizational skills and attention to detail
- Strong written and verbal communication skills
- Ability to work independently with minimal supervision
- High level of professionalism, discretion, and reliability
Preferred Qualifications
- Experience with service-based or operational software platforms
- Familiarity with licensing, compliance, bid registrations, or contract administration
- Experience supporting multiple departments in a remote setting
