Sr Administrative Assistant

About the role

We are seeking a detail-oriented, results-driven Virtual Sr 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 department heads to streamline processes, reconcile information, and help the organization achieve audit-readiness and operational efficiency goals.

Responsibilities

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

Requirements

• Experience: 10+ years of administrative support, office management, or equivalent experience.
• 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.

Qualifications

• 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.

Skills

• Strong organizational and attention to detail skills.
• Proficiency in Microsoft Office Suite and other relevant software.
• Ability to handle sensitive information with confidentiality.
• Basic financial administrative tasks.
• Collaborative and proactive problem-solving abilities.

Benefits

• Compensation & Benefits: Base Salary Range: $145,000 – $210,000 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.
• Retail: 401(k) matching plan.