[Hiring] Company Administrative Assistant @Cobalto Talent

Role Description

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.

Key Responsibilities

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

Qualifications

• 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

Requirements

• 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.

Benefits

• ✔ Competitive base salary (based on experience)
• ✔ Clear growth path within a scaling firm
• ✔ Entrepreneurial, ownership-driven culture
• ✔ Direct exposure to leadership and strategic initiatives
• ✔ Remote work flexibility (PST/CST schedule, Monday–Friday)