Administrative Assistant

• Support billing operations managed exclusively through Clio Manage
• Be the primary point of contact for billing accuracy, invoice follow-up, and client communication related to financial matters
• Manage the complete billing cycle within Clio Manage
• Review attorney and staff time entries to ensure accuracy and compliance with billing requirements
• Monitor billable hours across multiple matters and attorneys
• Coordinate with attorneys regarding billing questions, adjustments, and invoice approvals
• Communicate professionally with clients regarding invoices, payments, account balances, and billing inquiries
• Follow up on overdue invoices and outstanding balances in a timely and professional manner
• Maintain accurate records of billing activity, payment history, and client communications
• Assist with trust account and retainer tracking as needed
• Support general administrative functions, including document management and scheduling
• Ensure confidentiality and professionalism in all client interactions

Billing and Administrative Assistant

• Performs clerical and managerial duties in support of multiple departments and leaders.
• Responsible for specific tasks requiring data entry, department ordering, time and attendance, production improvement and phone services.
• Provides project support as needed.
• Provide training and orientation to new staff.
• Respects and maintains confidentiality of all verbal and written communications.

Senior Administrative Assistant

• Reads and routes incoming mail to appropriate individual.
• Prepares outgoing mail and correspondence, including e-mail and faxes and overnight packages.
• Prepares cash deposits, where applicable.
• Composes and types routine correspondence.
• Answers, routes and screens telephone calls to appropriate individuals.
• Greets walk in traffic and scheduled visitors and escorts to appropriate area or person.
• Makes copies of correspondence or other printed materials.
• Orders and maintains supplies, and arranges for office equipment maintenance.
• Provides customer billing support and weekly stats support.
• Provides support to Payroll Dept. with Time & Attendance to poll the time clock of weekly punches and approved edits to the time cards.
• Uploads hours file to payroll for processing.
• Enters new employees to time clock and advises of any punch issues.
• Work closely with Corporate HR office to ensure new hire and employee separation information is sent for timely entry to respective Payroll, HR and Time & Attendance systems.
• Assist with coordinating benefit enrollment periods and distribution of all communications.
• Monitor uniform distribution and inventories.
• Participates in any related special projects or tasks that may arise.

Facility Administrative Assistant

• Serves as the lead customer service ambassador for designated Paley Institute physician. Answers and directs incoming clinic telephone lines and coordinates appointment scheduling with other administrative/executive assistants
• Coordinates assigned physician’s surgical scheduling including obtaining necessary preoperative paperwork
• Coordinates assigned physician’s clinic scheduling, ensuring all dates away are clearly noted and clinic schedule is reasonable for provider
• Serve as a primary point of contact for designated physician, assuming a “lead role” completing a wide variety of assigned tasks either by manager or physician
• Ensure the Google calendar for the designated physician staff is consistently current, accurate and detailed.
• Oversees one or more scheduling projects of significant importance, including auxiliary clinic operations at auxiliary location(s)
• Warmly greets outside vendors and pharmaceutical representatives on behalf of assigned physician; coordinating meetings etc as needed

• Provide administrative support to Commercial Teams in all day-to-day processes
• Manage executive and their team members calendars and schedule appointments/meetings
• Responsible for coordinating meetings across multiple calendars
• Process expense reports for team members according to billing statements in timely manner
• Coordinate and assist with corporate and department initiatives development and execution
• Coordinate extensive travel planning and itineraries for team members
• Manage Contract Process and navigate internal and external clients
• Manage payment process by creating purchase orders and processing invoices for payment
• Greet and interact with incoming guests with professional manner
• Maintain and order office supplies as needed

Senior Administrative Assistant - Commercial

• Handles incoming telephone calls and responds to requests for information
• Performs routine administrative duties such as maintaining office supplies and processing mail
• Prepares or coordinates the preparation of routine correspondence, reports, and special projects typically of a routine nature
• Supports projects, administration of various programs, and processing functions as needed
• Drives client/member facing activity in the practice by scheduling meetings with client/members on behalf of the practice’s Financial Representatives
• Updates the contact management system with client/member contact and preference information
• Assists Financial representative in the preparation and follow up for the client/member meetings
• Collaborates with financial associates to assist client with product changes
• Participates and drives marketing services including direct-mail, fraternal activities, seminars, meetings
• Verbal or written communications with prospective or existing customers regarding financial matters
• Additional responsibilities as assigned

• Provide a broad range of administrative and tactical support for the Client Accounting & Advisory Solutions department including administration of projects, assists in the execution of client management, quality control, and job workflow.
• Client Management Engagement Letters: Create client lists, mail merge, send documents via DocuSign, and follow up on signatures.
• Handle the setup of new clients and the closing out clients in systems such as FloQast, Suralink, GFR, and OneHub.
• Manage communication with clients regarding work readiness, reporting, and deliverables.
• Collaborate with onboarding team for the implementation of client software systems (e.g., QBO, Bill, Gusto, etc.…), payroll processing, and third-party provider registrations.
• Initiate and maintain effective communication with clients, ensuring timely flow of data, reminders for meetings, deadlines, and deliverables.
• Foster positive relationships with clients and associate by addressing their inquiries and concerns promptly.
• Quality Control and Reporting: Engagement Letters: Ensure all applications have appropriate documentation for GFR, Engagement, and FloQast.
• Operational support to DD and RDDs: Distribute production reports and flag for follow-up.
• Extract data for performance reviews.
• Support leadership and department meetings, including planning, logistics, and note-taking.
• Provide organizational support for outside conferences.
• Assist with internal training organization.
• STAR/Salesforce Data Management: Monitor job codes and ensure client data accuracy and updates.
• Data Management: Handle data for FloQast, Suralink, GFR, and OneHub.
• Set up, monitor, and finalize engagement binders.
• Workflow and Process Tracking Manage FloQast Tasks: Oversee budget creation, template management, user setup, sending requests.
• Word Processing: Generate and process preparation and compilation of financial statements, including Reach Reporting.

Administrative Coordinator – Client Accounting & Advisory Team

• provide administrative support to the team
• assist with scheduling and organization
• maintain records and documentation
• communicate with customers and vendors

• Are you a direct and analytical person comfortable taking the lead while working with a team?
• Do you prefer roles that benefit from the existence of a process to drive strong outcomes?
• Would people describe you as organized and highly reliable?
• Are you known for your ability to execute with a high degree of expediency and accuracy while keeping people inspired at work?
• Own the calendars, travel and expenses of the originators in the firm and maintain a welcoming office environment at our Denver office.
• Manage multiple work streams and stay organized as priorities change.
• Identify potential issues before they arise and propose effective solutions. Your ability to foresee challenges and proactively address them will be instrumental
• Work autonomously to prioritize and manage tasks efficiently. Demonstrate a high level of self-motivation and take initiative to address challenges and opportunities as they arise
• Execute tasks with precision, paying meticulous attention to details. From managing calendars to coordinating meetings to setting the originators up for success in their meetings, maintain accuracy in every aspect
• Navigate through tasks swiftly and effectively. Adapt to a fast-paced work environment by demonstrating agility in handling multiple responsibilities without compromising quality
• Facilitate effective communication between the originators and clients, ensuring information flows seamlessly. Respond promptly to emails, inquiries, and requests, demonstrating a keen awareness of the importance of timely and accurate information
• Oversee all aspects of travel arrangements, including booking flights, accommodations, assistance with venue selection, managing itineraries and handling last-minute changes for the originators. Anticipate and address travel-related issues, ensuring seamless transitions between meetings and maintaining alignment with company travel policies
• Prepare correspondence with sophisticated communication, embodying professionalism, credibility, and engagement to every interaction. You are the first point of contact for in-office visitors, internal and external clients, and event guests, so your openness and welcoming demeanor are crucial
• Uphold the company’s brand image and values through professional demeanor, appearance, and behavior, acting as a brand ambassador
• Ensure the office runs smoothly by managing conference room bookings, maintaining a well-organized workspace, and overseeing supply inventory. Your attention to detail extends to greeting visitors, answering the main line, handling inquiries, and coordinating logistics to support a productive and welcoming office environment

• Assist the Service Manager administratively and provide general support to the branch
• Provides overall administrative support to the store operations, as required
• Performs Warranty claims entry processing, invoicing and tracking
• Processes work orders for the Service Department and invoices service work performed
• Prepares and maintains machine files, both in paper format and electronically
• Creates and maintains purchase orders for Outside Labor and Materials (OLM)
• Answers Accounts Receivable inquiries and follows up
• Tracks service bulletin information required by the factory for machines in territory or inventory
• Provides communication and support to the Sales Department, as required
• Answers phone calls and takes messages
• Greets and assists customers
• Types a variety of correspondence, as required, to internal or external entities
• Orders office supplies
• Prepares and makes daily bank deposits
• Performs Account Receivables functions, including a minimal amount of collections
• Coordinates all travel arrangements of staff, as required
• Administers petty cash distribution and reconciliation
• Prepares and processes daily cash and credit card deposits
• Reviews and posts receipts and payments to appropriate ledgers, spreadsheets, records, and databases
• Prepares, sorts, copies, files, and mails invoices, receipts, checks, correspondence, and other requested items
• Investigates problems that vendors or purchasing agents have with obtaining payment for bills
• Researches and processes charge backs, returns, refunds, freight charges, cost of lost or damaged goods, bad checks, and similar items
• Answers accounts payable and receivable inquiries and follows up
• Audits freight bills against freight manifests
• Assist in monthly and annual closings

Product Support Administrative Specialist

• Support litigation and other attorneys and paralegals in the Office of General Counsel
• Coordinate and respond to court subpoenas
• Review and monitor court dockets to track case developments, filings, and deadlines
• Assist with case management plan tracking and calendaring
• Edit and proofread correspondence, presentations, pleadings, and other litigation-related documents
• Screen and prioritize phone messages, emails, and other correspondence
• Maintain attorney calendars and track litigation docket deadlines using Outlook and SharePoint
• Assist paralegals with development and maintenance of SharePoint sites
• Handle information of a highly confidential nature
• Perform routine administrative duties such as copying, scanning, filing, creating and maintaining electronic and paper files

Legal Administrative Assistant

• Serve as the primary receptionist by answering and directing incoming calls via the main switchboard.
• Greet and assist visitors in a professional and welcoming manner; ensure a positive first impression of the organization.
• Support facility access, security procedures, and EHS protocols for visitors and employees.
• Manage incoming and outgoing mail, including sorting, distributing, scanning, and filing documents as appropriate.
• Monitor shared service ticketing systems and route inquiries to appropriate team members in a timely manner.
• Perform administrative support tasks, including document preparation, printing, badge creation, and general office coordination.
• Manage badge systems, visitor logs, or access systems Support shared inboxes or digital workflows (ticketing systems, forms, etc.)
• Provide administrative support to HR and other departments, including assistance with special projects, reporting, and data entry.
• Schedule meetings and coordinate conference room logistics
• Assist with company events, meetings, and employee engagement activities
• Maintain confidentiality when handling employee, business, and sensitive information.

Corporate Administrative Assistant

• Performs a variety of administrative and clerical tasks
• Provides professional support to one or more Managers and their direct reports
• Supports the execution of strategic initiatives
• Builds effective relationships with internal/external stakeholders
• Analyzes data and information to provide insights and recommendations
• Provides specialized and professional support to an executive and their senior managers
• Manages and monitors calendars and upcoming events
• Supports the coordination and implementation of department events

Senior Administrative Assistant – Mortgage

• Responsible for coordinating a wide variety of administrative duties and tasks to ensure smooth project site office operations
• Acts as main administrative liaison between site office and home office administrator
• Performs and/or oversees activities relating to accounting, timesheets, human resources, equipment and supplies
• Addresses craft payroll issues for projects
• Supervises administrative support functions and staff as needed
• Provides guidance regarding the disciplinary process
• Supervises all field accounts payable (AP) duties
• Maintains office equipment
• Serves as project site's IT liaison for office equipment and connecting lines
• Coordinates craft recruitment and terminations
• Processes new hire craft paperwork and enters data into the human resource information system
• Coordinates weekly craft payroll with home office payroll staff

Office Manager

• providing administrative support to program areas and support functions
• serve as an assistant to or provide administrative support to an administrator or an official
• administration of an agency program providing services to agency customers
• maintaining various records
• preparing correspondence, presentations, reports, or other materials
• performing or overseeing administrative operational functions such as bookkeeping or accounting, human resources, purchasing, contracts, or similar tasks.
• Initiates correspondence requiring knowledge of agency or program procedures and policies.
• Develop and maintain confidential or complex files.
• Interprets and advises internal and external customers on departmental or program rules, regulations, and laws.
• Administers, prepares, or oversees administrative operational functions, such as preparing invoices and payments of claims, requisitions, purchase orders, bookkeeping or accounting, and other fiscal duties.
• Represents agency, supervising official, or program area at meetings, conferences, or civic organizations.
• Coordinates activities with internal and external customers.
• Establishes educational and/or training programs.
• Interviews callers, arranges appointments, and performs other office tasks and duties.
• Utilizes advanced technological equipment and data processing equipment to provide requested information to internal and external customers; reviews coded and uncoded source documents; edits documents and reports; examines and verifies reports and other documents for completeness, appropriateness, adequacy, and conformity to established requirements, and resolves discrepancies and refers complex discrepancies to appropriate staff.
• Trains or mentors other staff.
• Supervises subordinate staff. This includes supervising an administrative, clerical or technical clerical unit or staff responsible for performing a variety of duties.

Administrative Assistant I

• Completes fiscal tasks such as e-reimbursements, requisitions, purchasing card and procurement tasks
• Maintains Curriculum Vitae and NIH biographical sketches for assigned faculty members
• Assists in completion of annual review packets and mentor committee meetings
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities
• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

Admin Assistant – GI/Hepatology

• Provide confidential administrative support to the Executive’s Office
• Compose and release high-level correspondence
• Act as the Executive’s liaison with internal and external contacts
• Type correspondence and reports
• Perform confidential administrative functions such as assembling reports or proposals
• Prepare and distribute routine and non-routine reports
• Support departmental projects and development of presentations
• Transcribe and distribute minutes of important meetings
• Manage and maintain departments' records/files
• Maintain calendars, schedule meetings and appointments, and arrange travel

Executive Administrative Assistant

• Provide administrative support to the APPC Director
• Manage APPC Director’s calendar and arrange travel
• Draft communications and manage website updates
• Assist with social media and media coverage tracking
• Coordinate events and maintain contact databases

• Performs high-level office management work and administrative duties in support of the professional staff
• Ensures bills are paid in a timely and accurate manner while adhering to organizational procedures
• Analyzes and recommends renewal of office online resources, technical equipment and warranties
• Monitors and processes paperwork for contract renewal
• Solves computer and printing issues
• Oversees the maintenance and proper working conditions of the office
• Prepares reports for statistical analysis and other purposes
• Processes credit card transactions, purchase orders, receipts, and a variety of other transactions using several software programs
• Supports customer service program and responds to public concerns as necessary
• Screens visitors, callers, U.S. mail and email, independently answering inquiries when possible
• Establishes and maintains files and may coordinate activities of office and provide back-up for administrative staff.

Administrative Assistant – Temp

• Serve as a primary internal point of contact for Mobilization team
• Manage all contracts and invoice processes, ensuring timely approvals and alignment with budget and partner expectations
• Manage the Mobilization inbox(es), ensuring timely, professional responses and that all opportunities are captured and routed appropriately
• Coordinate team rhythms, including staff meetings, planning sessions, and key internal communications
• Support development and execution of team onboarding processes and resources for new staff, interns, and key volunteers
• Support Mobilization team members in ensuring accurate and up to date records of key engagements and events within Salesforce CRM
• Assist in the development of communication materials, including presentations, emails, meeting briefs, and partnership proposals
• Oversee the catalog of external resources and materials
• Support the Champion, Student, and Peer to Peer audiences through external campaign communications and onboarding processes
• Assist in planning and executing in-person team meetings and team-building activities
• Oversee warehouse and inventory management for print, event and campaign materials; coordinate shipping and fulfillment for campaigns, events and conferences
• Participation in IJM’s community of spiritual formation

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