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,