Practice Operations Associate

This is a fully remote position, open to applicants in California.

📋 Description

• Deliver daily operational assistance to the leaders and team members of the Strategic Advisory Group.

• Facilitate collaboration among senior leadership, practitioners, corporate departments, and external stakeholders.

• Assist in marketing and business development initiatives, including tracking opportunities, preparing for meetings, following up, supporting events, and maintaining marketing materials.

• Develop, update, and ensure the quality of pitch decks, qualifications packages, presentations, and materials intended for clients.

• Manage CRM data and processes, covering opportunity entry, updates for contacts and accounts, maintaining pipeline hygiene, activity tracking, reporting, and reminders.

• Oversee accounts receivable, work in progress, billing status, collections follow-up, and related reporting.

• Aid in client invoicing by gathering supporting documents, verifying billing details, tracking approvals, monitoring invoice statuses, and maintaining records.

• Create and sustain trackers, dashboards, templates, shared workspaces, and process documentation.

• Organize both recurring and ad hoc meetings, prepare agendas and materials, document decisions and action items, and ensure follow-through to completion.

• Provide assistance with onboarding, system access, internal requests, team communications, and administrative or operational requirements.

• Utilize Microsoft 365 and business systems to enhance task efficiency, improve data quality, and identify opportunities for automation and process enhancements.

• Handle confidential and sensitive information with the utmost care and discretion.

• Anticipate needs, recognize risks or missing information, escalate matters appropriately, and propose practical solutions.

• Assume additional responsibilities as necessary.

⛳️ Requirements

• Proven experience in operations, project coordination, team support, marketing and business development assistance, finance administration, or a similar client-service setting.

• Outstanding organizational skills and follow-through, adept at managing multiple deadlines, requests, stakeholders, and recurring duties.

• Capability to transition between strategic, analytical, administrative, and hands-on tasks.

• Strong service-oriented mindset.

• Professional demeanor and effective communication abilities.

• Familiarity with marketing and business development processes, presentation creation, CRM management, AR/WIP/billing oversight, and invoicing, or a strong willingness to learn these areas rapidly.

• Advanced proficiency or considerable aptitude in Microsoft PowerPoint, Excel, Word, Outlook, Teams, and SharePoint.

• Competence in producing accurate, polished, and client-ready presentations, trackers, reports, and written communications.

• Sound judgment, discretion, and accountability in handling confidential information.

• Proactive problem-solving abilities, intellectual curiosity, and an eagerness to learn new systems, processes, and subject matters.

• Ability to work autonomously, ask insightful questions, collaborate across functions, and keep stakeholders informed.

• Comfort in a fast-paced environment where priorities may shift and timely execution is crucial.

• Regular computer-based tasks and participation in virtual and in-person meetings.

• Capacity to manage time-sensitive priorities.

• Willingness to be flexible outside standard business hours when necessary.

🏝️ Benefits

• Generous FTO policy.

• Medical, dental, and vision insurance.

• 401(k) matching program.

• Commuter benefits.

• Option for remote work arrangements.

• Flexibility outside standard business hours when business or client needs arise.

• Reasonable accommodations during the hiring process.