Remote Assistant

Position SummaryWe 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