Administrative Assistant at Long Capture

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Full Time

Start Date

Immediate

Expiry Date

17 Sep, 26

Salary

23.0

Posted On

19 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Data Entry, Document Management, Invoicing, Onboarding Logistics, Expense Tracking, Microsoft Office, Monday.com, QuickBooks, Record Keeping, Travel Coordination, Time Management, Written Communication, Verbal Communication, Confidentiality, Organization

Industry

Business Consulting and Services

Description

TITLE/POSITION:    Administrative Assistant (Part-Time, W-2) REGION: Remote, US Are you highly organized and meticulously detail-oriented? Do you enjoy predictable, task-based work and helping keep things running behind the scenes? When given a task, do you think “challenge accepted”? Are you mission driven and results oriented? ------   -------   -------   -------   -------   -------   -------   -------   -------   -------   -------   -------   ------- Who Are We? Long Capture has an established track record of helping get the nation's best technologies to the hands of the warfighter by promoting the advancement of commercial companies and their technology through government funding programs. Long Capture guides their clients through the federal acquisition process by facilitating DoW strategy development, contract advising, proposal preparation, and business development activities. By leveraging its network of government officials, industry partners, and universities, Long Capture drives growth for their clients in the DoW space. What Is This Position About? The Administrative Assistant is a support-focused role responsible for handling day-to-day administrative and operational tasks across HR and Financial Operations and is focused on consistent execution of established administrative and financial processes. This role handles routine, process-driven work that keeps internal systems organized, accurate, and up to date. This includes but is not limited to assisting with document management, data entry, record keeping, onboarding logistics, sending invoices, scheduling travel, and other related administrative tasks. Who Is This Role For? This role is ideal for someone who: * Enjoys structured, repeatable work and clear expectations * Is reliable, organized, and detail-oriented * Enjoys working with details, documentation, and numbers * Is comfortable managing multiple tasks and deadlines * Takes pride in accuracy, organization, and consistency and has a genuine desire to meet the needs of others * Is comfortable working independently in a role focused on task execution and process consistency What Will You Be Responsible For? * Organize and maintain company administrative, HR, and finance files, ensuring documentation is complete, accurate, and up to date * Perform accurate data entry across internal systems and tracking tools * Support document management, including document preparation, formatting, filing, and record retention * Update and maintain administrative and accounting-related boards in Monday.com * Assist with onboarding and offboarding logistics, including but not limited to document preparation, scheduling, and tracking completion of related tasks * Assist with invoicing and invoice tracking * Collect, organize, and maintain receipt and expense records * Review recurring software subscriptions and expenses for accuracy and cost-effectiveness * Assist in reviewing and processing vendor invoices and bills * Track overdue invoices and support follow-up on outstanding balances * Assist with collections activities, including collecting documentation and organizing materials for legal and/or collections cases * Support client meetings related to invoicing questions or concerns, without primary facilitation responsibility * Maintain internal trackers, logs, and administrative systems across administrative functions * Assist with company event planning and travel coordination * Execute routine, repeatable tasks with consistency, accuracy, and attention to detail * Collaborate with internal team members in a professional remote environment * Maintain accuracy, confidentiality, and attention to detail in all work * Support other administrative tasks as assigned What Qualifications Do You Need? * 1-3 years of administrative, clerical, or related experience required * Associate's degree preferred * Meticulous attention to detail and follow-up skills * Comfortable working with numbers, records, and spreadsheets * Ability to manage and prioritize multiple tasks and meet deadlines in a remote environment * Proficiency using Microsoft Office products * Excellent computer skills * Comfort learning tools such as Monday.com, QuickBooks, and cloud-based document systems * Organizational skills sufficient to manage document management, data entry, and multiple concurrent tasks * Ability to follow structured processes and instructions * Ability to treat confidential information with appropriate discretion * Strong written and verbal communication skills * Demonstrated sense of responsibility and ability to work independently * Willingness to learn new systems and processes * Ability to handle repetitive, process-driven tasks * Ability to adapt quickly to changes, demonstrating flexibility and a positive attitude in a fast-paced environment * Minimal travel required What Are the Work Conditions & Requirements? * Remote role with regular video meetings; must have a quiet, professional workspace and be comfortable on camera  * Reliable high-speed internet  * Ability to perform essential functions in an office‑style setting (extended periods of sitting, frequent typing, frequent video calls)  Compensation and Position Details * Part-time, W-2 role (20 hours per week) * Hourly pay: $21.00 - $23.00 * Fully remote position * Paid time off (PTO) provided on an accrual basis * Company-provided modern tech package & annual office supply budget Application Deadline: Applications are accepted on an ongoing basis until the position is filled. Other: Candidate must successfully pass a criminal background check prior to employment.  This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related duties required by their supervisor. This document does not create an employment contract implied or otherwise, other than an "at-will" relationship.

Responsibilities

The Administrative Assistant handles day-to-day operational tasks across HR and Financial Operations, focusing on consistent execution of administrative processes. Key duties include document management, data entry, invoicing, and supporting onboarding logistics.