Practice Operations Associate

J.S. Held LLC•Los Angeles, CA

2d•$65,000 - $80,000•Remote

About The Position

J.S. Held is a global consulting firm providing technical, scientific, and financial expertise to organizations facing high-stakes, urgent, complex, and time-sensitive situations. The Practice Operations Associate supports the Strategic Advisory Group across business operations, marketing and business development, financial administration, and other practice activities. This visible, service-oriented role requires detailed execution, higher-level coordination, professional communication across organizational levels, and responsiveness as priorities change. The associate is expected to take ownership of assignments, track commitments through completion, use technology and organization to keep initiatives moving, and contribute wherever the team needs support. The position involves regular computer-based work and participation in virtual and in-person meetings. Flexibility may be needed outside standard business hours when business or client needs require it. Work arrangement and travel expectations are determined by team and business requirements. The position is remote.

Requirements

Experience in operations, project coordination, team support, marketing and business development support, finance administration, or a comparable client-service environment.
Exceptional organization and follow-through, with a reliable system for managing multiple deadlines, requests, stakeholders, and recurring responsibilities.
Ability to shift between strategic, analytical, administrative, and hands-on tasks while maintaining visibility into existing commitments.
Strong service orientation and willingness to handle both high-profile assignments and routine details with equal care.
Professional presence and communication skills, with the confidence and judgment to work effectively across organizational levels and with external contacts.
Working knowledge of marketing and business development workflows, presentation development, CRM administration, AR/WIP/billing management, and invoicing, or ability to learn these areas quickly.
Advanced proficiency or strong aptitude with Microsoft PowerPoint, Excel, Word, Outlook, Teams, and SharePoint.
Ability to produce accurate, polished, client-ready presentations, trackers, reports, and written communications.
Sound judgment, discretion, and accountability when handling financial, client, personnel, or other confidential information.
Proactive problem-solving skills, intellectual curiosity, and willingness to learn unfamiliar systems, processes, and subject matter.
Ability to work independently, ask effective questions, collaborate across functions, and keep stakeholders informed.
Comfort working in a fast-paced environment where priorities may change and timely execution is essential.

Nice To Haves

Interest in using technology and automation to improve work.

Responsibilities

Provide responsive day-to-day operational support to Strategic Advisory Group leaders and team members, adjusting focus as business needs and deadlines evolve.
Coordinate work across senior leadership, practitioners, corporate functions, and external contacts.
Support marketing and business development activities, including opportunity tracking, meeting preparation, follow-up, event support, and maintenance of marketing materials.
Create, update, and quality-check pitch decks, qualifications packages, presentations, and other client-facing materials in collaboration with subject-matter experts.
Administer CRM data and processes, including opportunity entry, contact and account updates, pipeline hygiene, activity tracking, reporting, and follow-up reminders.
Monitor accounts receivable, work in process, billing status, collections follow-up, and related reporting; coordinate with project teams and Finance to resolve issues.
Support client invoicing by gathering backup, confirming billing details, tracking approvals and invoice status, and maintaining accurate records.
Develop and maintain trackers, dashboards, templates, shared workspaces, and process documentation to improve visibility, consistency, and accountability.
Coordinate recurring and ad hoc meetings; prepare agendas and materials, capture decisions and action items, and follow up with owners until items are closed.
Assist with onboarding, system access, internal requests, team communications, and other administrative or operational needs.
Use Microsoft 365 and other business systems to streamline routine tasks, improve data quality, and identify opportunities for automation and process improvement.
Handle confidential and sensitive information with care, sound judgment, and discretion.
Anticipate needs, identify risks or missing information, escalate appropriately, and offer practical solutions.
Take on additional priorities as needed with a service mentality and willingness to support the team.