Administrative Assistant

About Us We are a staffing services technology company that helps organizations design, build, and scale digital products and engineering capabilities. Our teams deliver end-to-end software development, engineering, and design services, and we provide flexible staffing solutions to augment internal teams with specialized talent—quickly and reliably. The Role: What You’ll Do We are seeking a detail-oriented, results-driven Virtual Administrative Assistant to join our operations and finance support team. You’ll be responsible for maintaining accurate administrative records, supporting month-end close activities, and ensuring cross-departmental coordination and data integrity. You’ll collaborate with the Finance Director and department heads to streamline processes, reconcile information, and help the organization achieve audit-readiness and operational efficiency goals. What We’re Looking For Key Responsibilities • General Administrative Support: Manage daily administrative tasks including calendar coordination, email triage, document management, and file organization; ensure data is recorded accurately and timely. • Cross-Departmental Coordination: Liaise with HR, Finance, Sales, and Operations to verify data, reconcile information, and support budgeting and invoicing needs. • Meeting & Communication Support: Prepare agendas, minutes, action items, and distribute post-meeting summaries; coordinate follow-ups and reminders. • Data Entry & Records: Maintain organized digital and physical files; update vendor/client information and ensure data integrity across systems. • Process Improvement: Identify inefficiencies in administrative workflows; propose and implement changes to streamline processes and improve internal controls. • Basic Financial Administrative Tasks: Assist with basic accounts payable/receivable data entry, expense report processing, and expense policy compliance under supervision. • Compliance & Security: Follow company policies on data privacy, confidentiality, and information security; assist with access permissions as appropriate. • What We’re Looking For • Experience: 3+ years of administrative support, office management, or equivalent experience; experience supporting finance or operations in a remote setting is a plus. • Education: Bachelor’s degree in any field or equivalent practical experience. • Communication: Clear written and verbal communication skills; ability to explain concepts to non-financial colleagues and communicate effectively with vendors. • Attention to Detail: Demonstrated accuracy in data entry, document formatting, and record-keeping; strong organizational skills. • Technical Proficiency: Proficient with productivity tools (e.g., Microsoft 365 or Google Workspace), calendar management, email platforms, and document management systems. • Data Skills: Basic data entry, reconciliation assistance, and reporting support; comfortable handling sensitive information. • Problem Solving: Proactive with a solution-oriented mindset; able to troubleshoot issues and escalate when needed. • Tools & Software: Familiarity with CRM/ERP or accounting interfaces (e.g., QuickBooks, Xero, NetSuite) is a plus; strong Excel/Sheets skills for light data handling. • Resilience & Adaptability: Self-motivated, organized, and comfortable working in a deadline-driven environment. • Team Collaboration: Collaborative mindset; comfortable working within a cross-functional team and supporting broader organizational goals. Compensation & Benefits • Base Salary Range: $125,000 – $195,000 USD, commensurate with experience and interview performance. • Equity: Competitive stock option package. • Remote Setup: Home office stipend to get your workspace set up perfectly. • Health: Comprehensive medical, dental, and vision insurance. • Time Off: Flexible PTO policy + Company Holidays. • Growth: Annual learning and development budget. • Retirement: 401(k) matching plan.

Key Responsibilities • General Administrative Support: Manage daily administrative tasks including calendar coordination, email triage, document management, and file organization; ensure data is recorded accurately and timely. • Cross-Departmental Coordination: Liaise with HR, Finance, Sales, and Operations to verify data, reconcile information, and support budgeting and invoicing needs. • Meeting & Communication Support: Prepare agendas, minutes, action items, and distribute post-meeting summaries; coordinate follow-ups and reminders. • Data Entry & Records: Maintain organized digital and physical files; update vendor/client information and ensure data integrity across systems. • Process Improvement: Identify inefficiencies in administrative workflows; propose and implement changes to streamline processes and improve internal controls. • Basic Financial Administrative Tasks: Assist with basic accounts payable/receivable data entry, expense report processing, and expense policy compliance under supervision. • Compliance & Security: Follow company policies on data privacy, confidentiality, and information security; assist with access permissions as appropriate.

What We’re Looking For • Experience: 3+ years of administrative support, office management, or equivalent experience; experience supporting finance or operations in a remote setting is a plus. • Education: Bachelor’s degree in any field or equivalent practical experience. • Communication: Clear written and verbal communication skills; ability to explain concepts to non-financial colleagues and communicate effectively with vendors. • Attention to Detail: Demonstrated accuracy in data entry, document formatting, and record-keeping; strong organizational skills. • Technical Proficiency: Proficient with productivity tools (e.g., Microsoft 365 or Google Workspace), calendar management, email platforms, and document management systems. • Data Skills: Basic data entry, reconciliation assistance, and reporting support; comfortable handling sensitive information. • Problem Solving: Proactive with a solution-oriented mindset; able to troubleshoot issues and escalate when needed. • Tools & Software: Familiarity with CRM/ERP or accounting interfaces (e.g., QuickBooks, Xero, NetSuite) is a plus; strong Excel/Sheets skills for light data handling. • Resilience & Adaptability: Self-motivated, organized, and comfortable working in a deadline-driven environment. • Team Collaboration: Collaborative mindset; comfortable working within a cross-functional team and supporting broader organizational goals.