Administrative Assistant - Career Growth Potential

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

• Administrative Support: Provide administrative support to the COO, including managing email correspondence, scheduling meetings, and maintaining calendars
• Finance Support: Assist with financial tasks such as gathering statements and necessary documents for monthly reconciliations; generating invoices upon request; perform AR collections; and assisting with the reconciliation reports for finance operations
• Budget Management: Support the COO in monitoring departmental budgets, tracking expenses and identifying areas for cost savings or optimization.
• Database Management: Assist with data entry and management of databases, lists, and other organizational records (e.g., uploading and reviewing vendor bills, maintaining vendor profiles, financial and operational tracking, etc.)
• Vendor Management: Collect vendor information, maintain complete and accurate vendor profiles, and serve as a liaison to vendors to resolve any billing inquiries promptly.
• Operational Coordination: Coordinate day-to-day operational activities, including procurement, vendor management, and other various operational management functions, to ensure the smooth functioning of the organization.
• Communication: Serve as the primary point of contact for the finance email mailbox, ensuring effective communication and collaboration.
• Documentation: Prepare and edit correspondence, reports, and presentations on behalf of the COO, ensuring accuracy and professionalism
• Information Management: Organize and maintain files, folders, records, and other documents related to the COOs role, ensuring confidentiality and accessibility. Maintain accurate and up-to-date records related to finance, operations, and administrative tasks, utilizing appropriate software and systems.
• Project Support: Assist with special projects and initiatives led by the COO, including research, data collection, and project coordination.
• Policy Compliance: Ensure compliance with organizational policies, procedures, and regulations related to finance, operations and administrative functions, as directed by the COO.
• Other Duties: Perform other duties as assigned.

• Bachelors degree preferred, but not required
• 3+ years of experience providing high-level administrative support
• Proficiency in Microsoft Office suite, Google Workspace and experience with accounting software
• Excellent organizational skills and attention to detail, with the ability to prioritize tasks and manage multiple deadlines effectively
• Strong communication skills, both written and verbal, with the ability to interact professionally with internal and external stakeholders
• Flexibility and adaptability to changing priorities and responsibilities

This is a remote position.