Company Administrative Assistant (Remote – PST/CST Hours)

About the position We are a fast-growing, innovation-driven consulting firm helping businesses unlock growth through strategic tax incentives and financial optimization. Since 2006, we have helped clients secure over \$150M in tax savings, supporting innovation, expansion, and job creation. Our culture is built on Connection, Accountability, and Love — combining technical excellence with strong relationships, transparency, and measurable results. We value ownership, creativity, and people-first leadership. This role is for individuals who thrive in fast-paced environments, love building structure out of complexity, and want their work to have visible impact. We’re looking for a highly organized, proactive, and dependable Company Administrative Assistant to become the operational backbone of our growing team. You’ll work closely with leadership, support cross-department coordination, manage executive scheduling, assist with accounts receivable tracking, and help keep our internal systems efficient and organized. This is a high-visibility, high-trust position with real ownership and growth potential. Responsibilities • Manage complex leadership scheduling across time zones • Coordinate internal/external meetings and travel logistics • Anticipate and prevent scheduling conflicts • Prepare agendas and meeting materials • Take structured meeting notes and track action items • Ensure follow-through and accountability • Coordinate documentation, system access, and scheduling for onboarding and offboarding • Ensure smooth transitions for new and departing team members • Review resumes and conduct initial discovery calls • Coordinate candidates through interview stages • Process invoices and track receivables • Follow up with clients professionally • Support month-end reporting and audit preparation • Draft and format contracts, reports, and client deliverables • Maintain version control and SOP compliance • Manage e-signature workflows • Maintain internal task trackers • Identify inefficiencies and implement workflow improvements • Create scalable administrative systems Requirements • 3–5 years of experience in administrative or operations support • Experience in professional services or remote-first environments • Familiarity with invoicing tools and AR tracking (QuickBooks preferred) • Strong Excel skills and comfort learning new tech tools • Experience with tools like DocuSign, HubSpot, Notion, or similar • Excellent written and verbal communication skills • Comfortable communicating with C-level stakeholders • Exceptional organization and attention to detail • High discretion with confidential information • Self-starter mindset with strong problem-solving ability • 3–5 years of experience in administrative, executive, or operations support roles. • Proven experience managing complex executive calendars and scheduling across time zones. • Strong proficiency in Microsoft Office, especially Excel and Outlook. • Experience with invoicing systems and basic accounts receivable tracking. • Familiarity with tools such as QuickBooks, DocuSign, HubSpot, Notion, or similar platforms. • Excellent written and verbal communication skills in a professional environment. • Ability to manage multiple priorities and meet deadlines in a fast-paced setting. • Strong attention to detail with high accuracy in documentation and reporting. • Experience supporting onboarding and offboarding administrative processes. • High level of discretion and professionalism when handling confidential information. Benefits • Competitive base salary (based on experience) • Clear growth path within a scaling firm • Entrepreneurial, ownership-driven culture • Direct exposure to leadership and strategic initiatives • Remote work flexibility (PST/CST schedule, Monday–Friday)