Administrative Assistant

Administrative AssitantDoes your heart soar when working to support a committed and connected team? Do you love dreaming up the most efficient and effective system for filing or tracking projects and tasks? If so, we want to meet you! VMA is a 30-person public affairs, marketing, and community outreach firm based in Claremont, CA, with a reputation as a great place to work, grow, and thrive. We are seeking a dedicated and detail-oriented Administrative Assistant to support our work providing outstanding communications services to communities and the organizations that serve them.

Position Summary:

The Administrative Assistant serves as a key operational and financial support resource for VMA and its affiliated LLC entities. This role is responsible for a broad range of accounting support, billing, collections, office operations, and compliance tasks. The ideal candidate is organized, detail-oriented, and comfortable managing multiple priorities across both administrative and financial functions.

Job Duties:

Supporting our team with filing, scheduling, office/marketing supplies, accounting support, event and travel coordination

Facilities management

Office operations

Maintaining compliance certifications

Planning and coordinating company meetings and celebration events

Supporting client-facing events as needed, and providing general administrative assistance

Requirements:

· 2+ years of experience in an administrative, accounting support, or office operations role

· Proficiency with Microsoft Office Suite and cloud file storage platforms

· Proficiency with Zoom, Slack, or similar office communication tools

· Excellent written and verbal communication skills for client and vendor follow-up

· Highly organized, detail-oriented, flexible, and personable

· Ability to manage multiple concurrent responsibilities.

· Ability to handle confidential financial information with discretion

· Valid driver's license and reliable transportation required

Reporting Structure: This position reports to the Controller and works closely with the Bookkeeper, Directors, and department managers across VMA and its affiliated LLC entities

Job Type: Full-time, with benefits

Location: VMA is based in Claremont, CA. This is an in-person position

To Apply: Send your resume and a cover letter telling us why you want to work with us to .