Practice Operations Associate

J.S. Held LLC•Los Angeles, CA

1d•$65,000 - $80,000•Remote

About The Position

J.S. Held is seeking a dynamic, highly organized Operations Associate to support 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, recognize urgency, track commitments through completion, and contribute to tasks of varying size. The role uses technology, organization, and clear communication to keep initiatives moving and prevent important details from being overlooked. It involves regular computer-based work and virtual and in-person meetings, with flexibility outside standard business hours when business or client needs require it. Work arrangement and travel expectations are determined by team and business requirements.

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 among strategic, analytical, administrative, and hands-on tasks while keeping track of 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 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; interest in using technology and automation to improve work.
Ability to produce accurate, polished, client-ready work products, including 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.

Responsibilities

Provide 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 actions, event support, and maintaining marketing materials.
Create, update, and quality-check pitch decks, qualifications packages, presentations, and other client-facing materials 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, monitoring 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 through 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 and provide support wherever the team needs it.