Position Overview:
We are seeking a highly organized and detail-oriented Administrative Assistant to support daily business operations and assist with corporate licensing across multiple states. This role plays a key part in maintaining our company’s compliance and supporting executive-level administrative functions.
Key Responsibilities:
Corporate Licensing & Compliance – Primary Duties
- Administer and oversee all corporate license applications, renewals, amendments, and permits across multiple states, following established internal processes to ensure full regulatory compliance.
- Track all renewal deadlines, filing statuses, and documentation through centralized systems (e.g., Trello, shared drives).
- Ensure timely submission and follow-up of all regulatory filings and required documentation.
- Act as the primary liaison with state departments, regulatory agencies, and third-party vendors.
- Maintain well-organized digital records of all licenses, certificates, filings, and related correspondence.
Document Management & Corporate Records
- Maintain and update digital records and corporate books, including state filings, legal documents, corporate bios, board records, and organizational charts.
- Ensure all corporate bios and leadership details are current across official documentation and platforms.
- Improve and oversee digital filing systems to ensure accessibility, version accuracy, and audit readiness.
Administrative Support
- Provide direct administrative support to the Executive Assistant to the CEO and executive leadership as needed, including coordinating travel arrangements, travel expenses and other high-level administrative tasks.
- Act as back-up support to the CEO if needed.
- Work with V.P. of Operations to prepare corporate meeting notes, and maintain storage of documents organized digitally and in corporate books.
- Handle confidential information with discretion and professionalism.
- Assist with special projects and events as needed.
- May travel on occasion to support company events in our Austin, TX office.
