Position Summary
We are seeking a detail-oriented Business Administration Assistant to support day-to-day office operations, client communications, and internal workflow tracking. This fully remote role in Utah is primarily email-driven and process-focused, with an emphasis on follow-up, organization, and accuracy. Prior experience is not required; diligence, reliability, and strong communication skills are essential to keeping projects moving, maintaining clean records, and ensuring clients receive timely and professional communication.
Key Responsibilities
Client & Project Coordination
- Monitor and manage client and internal email correspondence
- Send engagement agreements, proposals, and pricing quotes
- Follow up with clients on outstanding documents, agreements, and requests
- Maintain the project tracker and follow up to ensure deadlines are met
CRM & Tracking
- Enter and maintain all leads and deals in CRM (Hubspot)
- Ensure CRM records align with the internal lead tracker
- Send outreach and follow-up messages as directed
- Assist with Google review requests and follow-up
Administrative & Financial Support
- Prepare and proofread engagement agreements, proposals, and invoices
- Assist with invoice follow-up and collections
- Generate and distribute monthly accounts receivable past-due reports
- Maintain and update contact lists and internal reference sheets
Operational Support
- Assist with conference and event logistics as needed
- Perform manual data entry across internal systems
- Handle sensitive client and financial information with discretion
Qualifications
- Strong written communication skills, particularly in professional email correspondence
- Proactive communicator who asks questions, seeks clarification, and keeps stakeholders informed
- Comfortable receiving feedback and correction, with the ability to adapt quickly and improve accuracy
- Flexible and responsive, with the ability to pause tasks to address time-sensitive emails and messages
- Highly organized with strong follow-up discipline and attention to detail
- Capable of managing repetitive administrative tasks with consistency and reliability
- Trustworthy and able to handle confidential client and financial information
- Approach daily work with a positive, solution-oriented mindset and strong personal accountability
- Willingness to learn internal systems, workflows, and best practices
- Service-oriented mindset focused on responsiveness and client experience
Benefits
- Flexible PTO
- Medical, dental, and vision insurance with FSA options
- Company-paid life insurance
- Paid parental leave
- 401(k) with company match
- Professional development opportunities
- 12 paid holidays off
- In-office, hybrid, and fully remote work options are available (Utah residents only)
