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

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