Administrative Assistant Job at Apolis, Santa Monica, CA

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  • Apolis
  • Santa Monica, CA

Job Description

Job Title: Administrative Assistant/Analyst

Location: Santa Monica, CA (Need Local)

Department: Corporate Operations

Reports To: Operations Manager / General Counsel

FLSA Status: Non-Exempt (Full-time)

Position Summary

Apolis is seeking a highly organized and detail-oriented Administrative Assistant/Analyst to support various corporate functions including operations, finance, and legal administration. The ideal candidate will possess strong analytical skills and be capable of handling diverse responsibilities in a fast-paced staffing environment. Prior experience with QuickBooks Online, legal support, or immigration documentation is a plus but not required.

Key Responsibilities

  • Perform data entry, reporting, and document review with high attention to accuracy
  • Support internal immigration case documentation, audit readiness, and file maintenance
  • Conduct research and compile information for operational, financial, or legal projects
  • Assist with accounting tasks such as invoice review, reconciliation, and document routing
  • Prepare and maintain detailed records, spreadsheets, and compliance trackers
  • Support internal compliance, HR, or legal workflows as directed
  • Coordinate internal communications and maintain project timelines
  • Liaise with vendors and service providers (e.g., payroll, benefits, legal counsel)
  • Provide general administrative support to leadership and cross-functional teams

Qualifications

  • 1–3 years of administrative, legal, accounting, or operational experience
  • Strong analytical, written, and verbal communication skills
  • High proficiency with Microsoft Excel, Word, and Teams
  • Excellent organizational skills and attention to detail
  • Ability to manage multiple tasks and meet deadlines with minimal supervision
  • Must be able to handle confidential and sensitive information appropriately

Preferred Qualifications

  • Experience with QuickBooks Online or other accounting software
  • Prior experience supporting legal or immigration documentation
  • Background as a legal assistant, paralegal, or in a compliance-heavy environment
  • Bachelor’s degree in Business, Legal Studies, Public Policy, or a related field

Compensation and Benefits

  • Competitive hourly or salaried pay depending on experience
  • Medical, dental, vision, life insurance and 401(k) benefits
  • Paid time off and holidays
  • Opportunity to gain experience in staffing, immigration law, and operations

Job Tags

Hourly pay, Full time, Local area,

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