Job Description

Company Administrative Assistant (Part-Time) We’re seeking a highly organized and dependable Company Administrative Assistant (part-time) to support our growing team and ensure smooth day-to-day operations across all departments. In this role, you’ll manage a range of administrative responsibilities, including executive scheduling, internal coordination, meeting support, and document management, along with light personal support for leadership as needed. You’ll also assist with accounts receivable tasks and basic financial tracking. This is an excellent opportunity to gain exposure to every part of a dynamic, fast-paced consulting firm and play a key role in keeping our people, processes, and projects moving forward. What You’ll Be Doing Calendar & Meeting Management: Manage Founder’s calendar, including internal andexternal meetings, and handle travel logistics to keep schedules aligned Staff Onboarding & Offboarding: Facilitate administrative onboarding and offboarding processes, including scheduling, documentation, and systems access for new and departing team members. Interview Process: Review resumes and take lead on discovery call with candidates, coordinate candidates through interview process. Communication & Correspondence: Draft professional emails, coordinate internal communications, and maintain documentation to ensure clear and timely information flow across teams. Accounts Receivable & Financial Admin Assistance: Process invoices, track accounts receivable, and assist in liaising with clients on billing matters. Support budget tracking, audits, and month-end reporting tasks. Meeting Preparation & Follow-Up: Organize agendas and materials, take meeting minutes, and track action items to ensure accountability and alignment after internal and external meetings. Document Drafting & Compliance: Draft, review, and format contracts, reports, and client deliverables. Ensure version accuracy across alldocumentation. Assist in compliance with internal SOPs E-Signature & Document Management: Manage signature workflows using tools like Adobe or Xodo, monitor document status, and maintain a secure and organized filing system. Task Tracking & Process Support: Assist in maintenance of internal task trackers and operational systems to keep projects moving efficiently. Identify and implement improvements to administrative workflows. Who We’re Looking For Experience: 3–5 years of experience in administrative or operations support, ideally within a professional services or remote-first environment. Accounts Receivable: Familiarity with invoicing tools, billing platforms, and basic AR follow-up processes is highly preferred. Communication: Excellent written and verbal communication skills to support leadership, collaborate across departments, and draft internal/external correspondence. Comfortable speaking with C-level stakeholders and vendors, holding all parties accountable. Organization: Strong attention to detail with the ability to manage multiple tasks, competing deadlines, and fast-paced workflows. Technical Skills: Proficient with Microsoft Office (especially Excel), document management systems, and quick to adopt tools like QuickBooks, DocuSign, and Notion. Calendar & Meeting Management: Skilled in coordinating complex schedules, preparing agendas, taking detailed notes, and ensuring follow-through on meeting outcomes. Initiative: Self-starter who anticipates needs of Founder, solves problems before they arise, and works independently while contributing to a collaborative team. Confidentiality: Trustworthy and professional in handling sensitive company, financial, and personal information for leadership and clients. Success in Your First 90 Days Accurately manage the Founder’s calendar and internal scheduling with no missed meetings or conflicts. Run meeting logistics end-to-end, agendas prepared in advance, clear notes captured, and action items followed up. Execute onboard and offboarding checklists with complete accuracy and timely coordination. Track invoices, follow up with clients, and keep AR records updated with minimal oversight. Organize templates, contracts, and SOPs to improve accessibility and assist with version control. Master tracking team-wide tasks, recurring deadlines, and internal requests, providing visibility and accountability. Identify and implement one immediate improvement to an admin or documentation process. Success inYour First 6 Months: Own all onboarding/offboarding steps independently; leadership is hands-off and confident in execution. Handle all AR tracking and communication with clients without delays or missed follow-ups. Keep contracts, templates, and e-signature workflows current, organized, and accessible. Prepare for and run recurring meetings with consistent agendas, notes, and follow-through. Maintain standardized admin workflows that are documented and used across the team. Complete personal support tasks for the Founder with speed, discretion, and minimal clarification needed. Deadlines, renewals, and deliverables are never missed due to clear reminders and systems you’ve set up. Success in Your First Year & Beyond: Established as the go-to expert in assisting with internal operations, task tracking, and administrative efficiency. Designed and implemented process improvements across onboarding, documentation, meeting coordination, and internal workflows. Provide consistent, accurate support for financial operations including AR reporting, vendor coordination, and audit prep. Actively support strategic planning cycles by managing documentation, timelines, and communications for key initiatives. Serve as primary document owner for contracts, templates, SOPs, and compliance materials across the firm. Drive culture and consistency by supporting communication, documentation, and remote operations alignment across teams. Seen by leadership as a great asset ininternal priorities, team needs, and administrative improvements that drive clarity and efficiency. Base Salary: Competitive, based on experience. Remote-Friendly: Work from anywhere with quarterly travel for conferences, client meetings, and internal meetings. Career Growth: Opportunity to advance within a fast-growing tax consulting firm. Working Hours : 4-hour shift/ Monday – Friday/ 1 PM to 5 PM PST About Us Be part of an energetic, fun, and highly effective team that thrives on innovation and collaboration. Our culture fosters personal and professional growth, allowing you to challenge yourself while making a meaningful impact. At Hito LLC (meaning “People” in Japanese), we prioritize relationships and problem-solving. Accounting is simply the vehicle through which we deliver value to our clients. We are not a traditional firm—we embrace innovation, efficiency, and a people-first mentality. Since 2006, we have saved our clients over $150 million in tax incentives and credits, contributing to job creation and economic growth. We are passionate about our mission, and every member of our team is an A-Player dedicated to making a global impact, one client at a time. Our Core Values Connection: We nurture relationships that bring together the best talent, tools, and possibilities. Accountability: We treat each client’s business as if it were our own, taking responsibility for the outcomes of our actions. Love: We are committed to making a difference by putting people first—our clients, our employees, and our communities. We believe that caring deeply about what we do sets us apart. Ready to Apply? If you align with our values and vision, let’s start a conversation. Next Steps: We hire talented people based on value alignment, growth mindset, and attention to detail—not just a checklist of requirements. If you’ve read this far, we want to hear from you! To apply, please submit your PDF resume (in English) on the below link with answers to the following questions: What do you feel you are capable of achieving? What is the most significant impact you have had in your current/former role? How can we best reach you for a discovery chat this week? Note: * We promise to respond to every applicant who provides thoughtful responses. Apply Here Hito specializes exclusively in tax credits and incentive specialties, making us a great fit for companies looking to augment an existing accounting team. While your superstar CPAs handle tax filings and ensure that you comply with all federal and state requirements, our skilled team focuses on finding (and claiming) available credits and incentives. Discover, Leverage and Unlock Exclusive Benefits! #J-18808-Ljbffr Hitollc

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