Administrative Assistant
Pikeccs · Business Operations · United States
Posted April 3, 2026
Job details
Pay
- $55,000-65,000 a year
Job type
- Full-time
Benefits
- Health Coverage – Foundation-paid medical, dental, and vision insurance for employees, spouses/domestic partners, and dependents. HSA/FSA plans, life insurance, and short- and long-term disability coverage
- Long-term Rewards – 401(k) retirement plan with generous matching up to 6% of annual pay, plus an additional discretionary match at the end of year
- Flexible PTO – Unlimited paid time off, which allows team members to take the time they need for vacation or illness so they can return to work able to contribute fully to our mission. The foundation recognizes 11 paid national holidays per year and may also announce closure for local, regional, or state holidays
- Remote Work Environment - Ability to work 100% remotely, but not alone - with mature, socially minded professionals. Remote work stipend to support remote working needs.
- Wellness Support – Access to Ginger, Gympass, Headspace, and SmartSpend Plus, along with financial well-being providers
- Parental Leave – Up to 6 months of gender-neutral paid leave for parents and caregivers when they have a new addition to their families
- Learning Reimbursements – Foundation policy encouraging employees to explore development opportunities such as peer learning, internal training, and external activities; savings on student loans (available via insurance provider)
Full job description
Role overview
Supports engineering teams by managing administrative tasks, coordinating schedules, and maintaining accurate project documentation to ensure smooth operations.
Responsibilities
- Coordinate with our service manager and project managers regarding service project’s needs.
- Assist with managing startups, creating spreadsheets, maintenance forms, make phone calls.
- Sort and distribute invoices for the Service Dept.
- Own and proactively manage complex calendars for multiple Associates and Partners, anticipating conflicts, prioritizing effectively, and making real-time adjustments to optimize time and responsiveness.
- Manage and maintain calendars, schedule meetings, and coordinate events while anticipating conflicts and adjusting as needed.
- Serve as a professional point of contact for internal and external stakeholders, including client executives, communicating clearly, confidently, and with discretion.
- Handle highly confidential client interactions with the utmost discretion, ensuring the privacy and integrity of sensitive information.
- Operate with urgency in a fast-paced environment, balancing multiple high-priority requests while ensuring all work is completed accurately and on time.
- Multitask and solve problems efficiently while balancing conflicting priorities in a fast-paced environment.
- Support the office by ordering supplies, distributing mail, and managing filing systems.
- Enter and maintain accurate data in CRM (MS Dynamics) and Workday (time sheets and expense reports)
- Support the end-to-end client invoicing process, ensuring accuracy, timeliness, and alignment with firm/client billing standards
- Manage document organization and sharing through iManage and SharePoint
- Manage the client invoice process for assigned Partners and Associates, including preparing detailed invoice descriptions, tracking fees paid to date/outstanding, and ensuring timely and accurate final invoice processing and submission.
- Prepare documents in Word and create client meeting materials with precision as well as assist with PowerPoint presentations for executive-level committee meetings.
- Support general administrative tasks, project work, basic data analysis, and conduct research as required.
- Provide support on other tasks and projects as needed.
Requirements
- A minimum of 2-6 years of experience working in a corporate setting, providing administrative support to senior management is required
- A proven track record of managing confidential information and providing executive-level support
- Experience with project work (technical or analytical) is preferred
- Familiarity with CRM (e.g., MS Dynamics), Workday for timesheets and expense reporting, and iManage and SharePoint for document management is preferred
Additional details
The Administrative Assistant provides day-to-day administrative and operational support to ensure efficient office functioning. This role manages scheduling, documentation, communication, and coordination tasks while supporting multiple departments across the organization.