Job Description
Job Description
We are looking for an Administrative Assistant to join our team in Charlottesville, Virginia. In this role, you will provide essential support across administrative, accounting, and marketing functions, ensuring smooth operations and effective communication. This position offers an opportunity to contribute to both day-to-day processes and larger initiatives that enhance team efficiency and outreach.
Responsibilities:
• Schedule and organize internal meetings, client calls, and informal discussions to ensure seamless coordination.
• Maintain and update legal case management systems and client records to keep information accurate and accessible.
• Develop, edit, and manage internal templates while maintaining a comprehensive index for easy reference.
• Assist with billing processes, accounting tasks, and vendor invoice coordination to support financial operations.
• Provide administrative support for memberships, tracking tools, and troubleshooting software issues.
• Ensure consistent operations during staff absences or transitions to maintain workflow continuity.
• Design and distribute marketing materials, including flyers, brochures, and newsletters, for promotional purposes.
• Update and manage website content, team bios, and event announcements using a content management system.
• Coordinate logistics for team participation in conferences and represent the organization at networking events when needed.
• Collaborate on branding and communication strategies to enhance visibility and promote services.
• Proficiency in accounts payable (AP) and accounts receivable (AR) processes.
• Experience using QuickBooks for financial management and reporting.
• Strong data entry skills with a focus on accuracy and efficiency.
• Familiarity with invoice processing and vendor coordination.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Excellent written and verbal communication skills.
• Knowledge of content management systems for website updates and marketing purposes.
• Previous experience in administrative support roles, ideally within accounting or legal settings.