Financial Administrative Assistant

Key Responsibilities
Administrative & Coordination

• Provide day-to-day administrative support to leaders and the broader team (calendar management, meeting scheduling, note-taking, follow-ups).
• Coordinate internal and external meetings, including agendas, materials, and logistics.
• Track key deadlines, deliverables, and recurring business routines; follow up with stakeholders to ensure completion.
• Maintain organized digital and physical filing systems for documents, contracts, and records.

Invoicing & Accounting Support

• Perform light invoicing tasks, including:
  • Entering invoice data into systems/platforms.
  • Matching invoices to purchase orders or contracts where applicable.
  • Routing invoices for approval and tracking status.
• Assist with basic expense tracking, coding, and reconciliation in partnership with Finance.
• Support month-end or quarter-end administrative tasks (e.g., pulling reports, checking for missing invoices, validating simple totals).

Data Entry & Reporting

• Accurately enter and update data in spreadsheets, trackers, and internal systems.
• Regularly audit data for completeness, consistency, and accuracy.
• Generate, update, and distribute recurring reports or dashboards (e.g., status trackers, simple performance summaries) as requested.

Travel & Event Coordination

• Arrange domestic and occasional international travel (flights, hotels, ground transportation) in line with company policy and budget.
• Prepare detailed travel itineraries and support last-minute changes or issues as needed.
• Assist with planning small team events, workshops, and offsites, including venue research, logistics, and attendee coordination.

Skills & Qualifications
Required

• 5+ years of experience in an administrative, coordinator, or operations support role (or equivalent).
• Strong organization and time-management skills; able to handle multiple priorities and deadlines.
• High attention to detail, especially in data entry, documents, and numbers.
• Comfort with basic invoice processing, expense handling, or accounting support.
• Proficiency with:
  • Microsoft Office / Google Workspace (Excel/Sheets, PowerPoint/Slides, Word/Docs).
  • Basic data entry and tracking using spreadsheets and/or business systems.
• Excellent written and verbal communication skills; able to work professionally with internal and external partners.
• Ability to handle confidential information with discretion and professionalism.

Preferred

• Experience supporting invoicing, finance, legal, or procurement teams.
• Familiarity with contract management, e-signature tools, or document management systems.
• Experience in a fast-paced, matrixed corporate environment.

Key Competencies

• Detail-Oriented: Spots errors and gaps in data, documents, and processes.
• Reliable & Proactive: Anticipates needs, follows up without being asked, and closes loops.
• Collaborative: Works well with cross-functional teams (Finance, Legal, Operations, etc.).
• Problem Solver: Stays calm under pressure and finds practical solutions to day-to-day issues.

Key Responsibilities
Administrative & Coordination

• Provide day-to-day administrative support to leaders and the broader team (calendar management, meeting scheduling, note-taking, follow-ups).
• Coordinate internal and external meetings, including agendas, materials, and logistics.
• Track key deadlines, deliverables, and recurring business routines; follow up with stakeholders to ensure completion.
• Maintain organized digital and physical filing systems for documents, contracts, and records.

Invoicing & Accounting Support

• Perform light invoicing tasks, including:
  • Entering invoice data into systems/platforms.
  • Matching invoices to purchase orders or contracts where applicable.
  • Routing invoices for approval and tracking status.
• Assist with basic expense tracking, coding, and reconciliation in partnership with Finance.
• Support month-end or quarter-end administrative tasks (e.g., pulling reports, checking for missing invoices, validating simple totals).

Data Entry & Reporting

• Accurately enter and update data in spreadsheets, trackers, and internal systems.
• Regularly audit data for completeness, consistency, and accuracy.
• Generate, update, and distribute recurring reports or dashboards (e.g., status trackers, simple performance summaries) as requested.

Travel & Event Coordination

• Arrange domestic and occasional international travel (flights, hotels, ground transportation) in line with company policy and budget.
• Prepare detailed travel itineraries and support last-minute changes or issues as needed.
• Assist with planning small team events, workshops, and offsites, including venue research, logistics, and attendee coordination.

Skills & Qualifications
Required

• 5+ years of experience in an administrative, coordinator, or operations support role (or equivalent).
• Strong organization and time-management skills; able to handle multiple priorities and deadlines.
• High attention to detail, especially in data entry, documents, and numbers.
• Comfort with basic invoice processing, expense handling, or accounting support.
• Proficiency with:
  • Microsoft Office / Google Workspace (Excel/Sheets, PowerPoint/Slides, Word/Docs).
  • Basic data entry and tracking using spreadsheets and/or business systems.
• Excellent written and verbal communication skills; able to work professionally with internal and external partners.
• Ability to handle confidential information with discretion and professionalism.

Preferred

• Experience supporting invoicing, finance, legal, or procurement teams.
• Familiarity with contract management, e-signature tools, or document management systems.
• Experience in a fast-paced, matrixed corporate environment.

Key Competencies

• Detail-Oriented: Spots errors and gaps in data, documents, and processes.
• Reliable & Proactive: Anticipates needs, follows up without being asked, and closes loops.
• Collaborative: Works well with cross-functional teams (Finance, Legal, Operations, etc.).
• Problem Solver: Stays calm under pressure and finds practical solutions to day-to-day issues.