Remote Assistant

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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

Requirements

This is a full time role

Up to $6/hr

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1. HOW DO YOU PLAN YOUR DAY?

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