QuickBooks experience is required for this role. We will only consider applicants who can demonstrate hands-on experience using QuickBooks for invoicing, bill payment, and transaction entry.
n this role, you will live these values every day. You will put people first by making our leaders’ days run smoothly. You will build capacity by creating systems that help our team grow. You will experiment with better ways to manage our calendars, mail, and books. And you will do what is right by handling our finances and confidential information with care and accuracy.
About the Role
The Administrative Assistant keeps our leadership team organized, on schedule, and focused on our clients. You will manage leadership calendars, coordinate meetings and travel, manage our financial operations in QuickBooks, handle company mail, and help share our work on social media. You will join a small, mission-driven team where your work directly shapes how we show up for government partners.
Work Location
Our team currently works remotely. However, this role will require you to be in office in Grayslake, IL.
Candidates must live within commuting distance of Grayslake, Illinois, and have reliable transportation.
What You Will Do
Financial Operations in QuickBooks
- Enter and categorize transactions in QuickBooks
- Prepare and send client invoices and track payment status
- Process vendor bills and organize receipts and expense reports
- Record incoming checks and payments
- Support month-end reconciliation and reporting with leadership and our accountant
Calendar and Meeting Management
- Manage and prioritize calendars for the CEO, COO, and CRO
- Schedule internal meetings, client calls, and partner meetings across multiple time zones
- Prepare meeting agendas, send invitations, and track follow-up items
Travel Coordination
- Book flights, hotels, and ground transportation for leadership and team members
- Build clear travel itineraries and share them ahead of each trip
- Register the team for conferences, trainings, and professional events
- Track travel expenses and organize receipts for reimbursement
Mail and Records
- Check our PO box multiple times each week
- Sort, scan, and route mail to the right team member
- Flag time-sensitive items such as contracts, government notices, and tax documents
Social Media Support
- Schedule and publish posts on LinkedIn and other company channels
- Help draft short posts that highlight our team, events, and client work
- Capture photos and updates from conferences and events
- Track basic engagement and share results with leadership
Office and Team Support
- Maintain organized digital files, contracts, and company records
- Draft routine correspondence and keep shared documents current
- Support onboarding logistics for new team members
- Help plan and launch our Grayslake office when it opens
- Take on special projects that keep the team running smoothly
What You Bring
Required
- Demonstrated, hands-on QuickBooks experience (QuickBooks Online preferred), including invoicing, bill entry, and transaction categorization
- Two or more years of administrative, office, or executive support experience
- Strong attention to detail and a commitment to accuracy
- Excellent organizational skills and the ability to juggle multiple priorities
- Clear, professional written and verbal communication
- Proficiency with Microsoft 365 (Outlook, Teams, Word, Excel)
- Reliable transportation and the ability to visit our Grayslake PO box multiple times each week
- A genuine desire to serve others and support a mission-driven team
- Discretion with confidential information
Preferred
- Experience working with or for government agencies or public health organizations
- Experience supporting multiple executives
- Experience booking business travel and managing itineraries
- Interest or experience in social media posting, especially on LinkedIn
- Familiarity with scheduling tools such as Hootsuite, Buffer, or Canva
- Familiarity with contract, grant, or invoice processes for government clients
- Experience with Jira, Salesforce, or similar project and client management tools
Who Thrives Here
You take pride in getting the details right. You anticipate needs before anyone asks. You stay calm when priorities shift, and you find satisfaction in making other people’s work easier. You enjoy telling a good story about the work your team does. You care about public service and want your work to matter.