Company Administrative Assistant (Remote – PST/CST Hours)

Cobalto Talent

3d•Remote

About The Position

We are a fast-growing, innovation-driven consulting firm helping businesses unlock growth through strategic tax incentives and financial optimization. Since 2006, we have helped clients secure over $150M in tax savings, supporting innovation, expansion, and job creation. Our culture is built on Connection, Accountability, and Love — combining technical excellence with strong relationships, transparency, and measurable results. We value ownership, creativity, and people-first leadership. This role is for individuals who thrive in fast-paced environments, love building structure out of complexity, and want their work to have visible impact. We’re looking for a highly organized, proactive, and dependable Company Administrative Assistant to become the operational backbone of our growing team. You’ll work closely with leadership, support cross-department coordination, manage executive scheduling, assist with accounts receivable tracking, and help keep our internal systems efficient and organized. This is a high-visibility, high-trust position with real ownership and growth potential.

Requirements

3–5 years of experience in administrative or operations support
Experience in professional services or remote-first environments
Familiarity with invoicing tools and AR tracking (QuickBooks preferred)
Strong Excel skills and comfort learning new tech tools
Experience with tools like DocuSign, HubSpot, Notion, or similar
Excellent written and verbal communication skills
Comfortable communicating with C-level stakeholders
Exceptional organization and attention to detail
High discretion with confidential information
Self-starter mindset with strong problem-solving ability
3–5 years of experience in administrative, executive, or operations support roles.
Proven experience managing complex executive calendars and scheduling across time zones.
Strong proficiency in Microsoft Office, especially Excel and Outlook.
Experience with invoicing systems and basic accounts receivable tracking.
Familiarity with tools such as QuickBooks, DocuSign, HubSpot, Notion, or similar platforms.
Excellent written and verbal communication skills in a professional environment.
Ability to manage multiple priorities and meet deadlines in a fast-paced setting.
Strong attention to detail with high accuracy in documentation and reporting.
Experience supporting onboarding and offboarding administrative processes.
High level of discretion and professionalism when handling confidential information.

Responsibilities

Manage complex leadership scheduling across time zones
Coordinate internal/external meetings and travel logistics
Anticipate and prevent scheduling conflicts
Prepare agendas and meeting materials
Take structured meeting notes and track action items
Ensure follow-through and accountability
Coordinate documentation, system access, and scheduling for onboarding and offboarding
Ensure smooth transitions for new and departing team members
Review resumes and conduct initial discovery calls
Coordinate candidates through interview stages
Process invoices and track receivables
Follow up with clients professionally
Support month-end reporting and audit preparation
Draft and format contracts, reports, and client deliverables
Maintain version control and SOP compliance
Manage e-signature workflows
Maintain internal task trackers
Identify inefficiencies and implement workflow improvements
Create scalable administrative systems