Practice Operations Associate
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Job Description
Operations Associate supporting J.S. Held, a global consulting firm providing technical, scientific, and financial expertise. Managing Strategic Advisory operations, CRM, billing, marketing support, and client materials.
Responsibilities:
- Provide day-to-day operational support to Strategic Advisory Group leaders and team members
- Coordinate work across senior leadership, practitioners, corporate functions, and external contacts
- Support marketing and business development activities, including opportunity tracking, meeting preparation, follow-up, event support, and marketing-material maintenance
- Create, update, and quality-check pitch decks, qualifications packages, presentations, and client-facing materials
- Administer CRM data and processes, including opportunity entry, contact and account updates, pipeline hygiene, activity tracking, reporting, and reminders
- Monitor accounts receivable, work in process, billing status, collections follow-up, and related reporting
- Support client invoicing by gathering backup, confirming billing details, tracking approvals, monitoring invoice status, and maintaining records
- Develop and maintain trackers, dashboards, templates, shared workspaces, and process documentation
- Coordinate recurring and ad hoc meetings, prepare agendas and materials, capture decisions and action items, and follow through to closure
- Assist with onboarding, system access, internal requests, team communications, and administrative or operational needs
- Use Microsoft 365 and business systems to streamline tasks, improve data quality, and identify automation and process-improvement opportunities
- Handle confidential and sensitive information with care and discretion
- Anticipate needs, identify risks or missing information, escalate appropriately, and offer practical solutions
- Take on additional priorities as needed
Requirements:
- Experience in operations, project coordination, team support, marketing and business development support, finance administration, or a comparable client-service environment
- Exceptional organization and follow-through, managing multiple deadlines, requests, stakeholders, and recurring responsibilities
- Ability to shift between strategic, analytical, administrative, and hands-on tasks
- Strong service orientation
- Professional presence and communication skills
- Working knowledge of marketing and business development workflows, presentation development, CRM administration, AR/WIP/billing management, and invoicing, or ability to learn these areas quickly
- Advanced proficiency or strong aptitude with Microsoft PowerPoint, Excel, Word, Outlook, Teams, and SharePoint
- Ability to produce accurate, polished, and client-ready presentations, trackers, reports, and written communications
- Sound judgment, discretion, and accountability when handling confidential information
- Proactive problem-solving skills, intellectual curiosity, and willingness to learn unfamiliar systems, processes, and subject matter
- Ability to work independently, ask effective questions, collaborate across functions, and keep stakeholders informed
- Comfort operating in a fast-paced environment where priorities may change and timely execution is essential
- Regular computer-based work and participation in virtual and in-person meetings
- Ability to manage time-sensitive priorities
- Flexibility outside standard business hours when required
Benefits:
- Generous FTO policy
- Medical, dental, and vision insurance
- 401(k) match
- Commuter benefit
- Remote work arrangement
- Flexibility outside standard business hours when business or client needs require it
- Reasonable accommodations during the hiring process
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