[Remote] Administrative Assistant

Note: The job is a remote job and is open to candidates in USA. Long Capture is a company dedicated to helping commercial technologies reach the warfighter through government funding programs. The Administrative Assistant role focuses on supporting day-to-day administrative and operational tasks across HR and Financial Operations, ensuring that internal systems are organized and accurate.

Responsibilities

• 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

Skills

• 1-3 years of administrative, clerical, or related experience required
• 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
• Reliable high-speed internet
• Ability to perform essential functions in an office-style setting (extended periods of sitting, frequent typing, frequent video calls)
• Candidate must successfully pass a criminal background check prior to employment
• Associate's degree preferred

Benefits

• Paid time off (PTO) provided on an accrual basis
• Company-provided modern tech package & annual office supply budget

Company Overview