Job Details

Join Our Team

We are seeking a highly organized, professional, and detail-oriented Administrative Executive Assistant / Office Manager to become an integral part of our team working under the CEO & Founder. This is a key position for someone who enjoys taking ownership, keeping an office running smoothly, supporting executives and attorney-clients as well as government clients, and ensuring that administrative and financial details are handled accurately.

The ideal candidate is proactive, dependable, and comfortable wearing multiple hats. This individual will provide executive and administrative support while overseeing daily office operations, managing QuickBooks, and handling legal billing and invoicing.

We are looking for someone who takes pride in their work, anticipates needs, communicates professionally, and can be trusted to handle confidential information with discretion.

Key Responsibilities

• Provide executive and administrative support, including calendar management, scheduling, correspondence, and document preparation.
• Oversee day-to-day office operations, including supplies, vendors, equipment, maintenance, and office procedures.
• Manage QuickBooks entries, expenses, payments, accounts receivable, and related financial records.
• Prepare and process legal invoices, including attorney time, client expenses, retainers, adjustments, and billing documentation.
• Review billing information for accuracy and follow up on outstanding invoices and client payments.
• Maintain organized and accurate electronic and physical records.
• Coordinate communications with clients, vendors, attorneys, staff, and other professional contacts.
• Assist with office budgeting, expense tracking, reporting, and general bookkeeping.
• Maintain confidentiality of sensitive client, financial, legal, and business information.
• Support special projects and additional administrative needs as they arise.

Qualifications

• 3+ years of experience in an administrative, executive assistant, office management, legal, or professional services role.
• Strong QuickBooks experience.
• Experience with legal billing and invoicing strongly preferred.
• Excellent organizational skills and exceptional attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines independently.
• Proficiency with Microsoft Office.
• Professional demeanor and excellent judgment when handling confidential information.
• Ability to work independently, anticipate needs, and take initiative.

The Ideal Candidate

You are someone who gets things done. You are organized without needing to be reminded, comfortable managing competing priorities, and confident communicating with clients, attorneys, vendors, and colleagues. You notice the details, solve problems before they become problems, and take ownership of keeping the office operating efficiently.

Experience in a law firm, accounting environment, or professional services office is a plus.

Compensation

Depending on the candidate`s experience & qualifications, the position will be hourly or salaried.  If salaried, we offer a competitive compensation package based on experience, skills, and overall qualifications which include: Paid time off and holiday, Health, dental, and vision insurance, 401(k), Paid sick leave

Schedule

Full-time | Monday–Friday | 8am-4pm Pacific time | On-site in Reno, Nevada

Why Join Us?

This is an opportunity to become a valued member of a professional team where your organizational skills, financial knowledge, and ability to keep things running smoothly will make a meaningful impact. We value professionalism, integrity, accountability, teamwork, and attention to detail, and we are looking for someone who shares those values. We are an exciting boutique group of diverse personnel whom we have hand-picked for their capabilities, personalities & enthusiasm for our type of company. The work environment is beautiful & inspiring. We are a woman-owned company with many exciting and unique projects and contracts. We believe in contributing something to the planet and have created a very pleasant environment.

To Apply:
Please submit your resume and a brief cover letter describing your relevant administrative, QuickBooks, office management, and legal-related billing experience.