Executive Administrative Assistant

Informatics, Inc.; Cedar Rapids, Northern (IA, KY); Hybrid; USD 52,000 - 78,000; Full time

Benefits offered by this job

Health and dental insurance

Life insurance

Downtown location

Casual environment

Job summary

Informatics, Inc. is a full-service digital agency seeking an Executive Administrative Assistant to provide high-level financial and administrative support to the owners.

You will manage accounts receivable and payable, payroll, HR records, and office operations while coordinating leadership calendars and reporting processes. A detail-oriented candidate will handle confidential information, anticipate leadership needs, and help organize events and communications.

Qualifications

• 3+ years in administrative, executive assistant, office management, or bookkeeping roles.
• Experience supporting business owners or senior leaders preferred.
• Agency or professional services background preferred.
• Bachelor's degree in BA/Accounting or equivalent experience.

Responsibilities

• Issue accurate client invoices and maintain AR records.
• Process vendor invoices and employee reimbursements on time.
• Maintain audit-ready accounts payable documentation.
• Support onboarding/offboarding and confidential personnel records.
• Coordinate calendars and plan leadership meetings and events.
• Assist with benefits administration and policy documentation.

Skills

Accounts receivable

Accounts payable

Discretion with confidential info

Excellent organizational skills

Communication

AI fluency in admin workflows

Education

Bachelor's degree in Business Administration, Accounting, or related field

Equivalent experience

Tools

QuickBooks

Microsoft Office / Google Workspace

Wrike

Job description

Informatics is a full-service digital agency that has earned client trust and built deep institutional knowledge since 1998. We exist to help businesses grow — not by delivering campaigns and counting clicks, but by building the strategies, systems, and creative work that drive measurable business outcomes. As we evolve into a Strategic Growth Partner, every member of our team is expected to think beyond the deliverable and own the result. Our core values — People First, Wow Our Clients, Improve and Innovate, Grow the Business, and Give Back — are not aspirations. They are the standard by which every decision, relationship, and piece of work is measured. If you are motivated by doing work that matters and working with people who hold themselves to a high bar, you will thrive here.

Role Summary & Objective

The Executive Administrative Assistant provides high-level administrative and financial support directly to the owners of Informatics — responsible for accounts receivable and accounts payable, human resources and office administration, and the scheduling, reporting, and coordination supporting the leadership team.

The right person for the role is highly conscientious and detail oriented. They handle confidential financial, human resources, and strategic information, executes recurring financial and administrative processes without errors, and anticipates what leadership needs before being asked. A strong Executive Administrative Assistant is the operational foundation that supports the business leaders to spend time on running and growing the business.

Top 5 Role Outcomes

1. Accounts Receivable Integrity

• Issue accurate, on-time client invoices in coordination with Client Success and Account teams.
• Track and follow up on outstanding balances; reconcile payments against invoices with zero unexplained discrepancies.
• Produce accurate, current AR aging reports for ownership on the agreed cadence.

2. Accounts Payable Accuracy

• Process vendor invoices and employee reimbursements accurately and on time, every cycle.
• Maintain complete, audit-ready payables documentation — no missing approvals or backup.
• Flag upcoming cash-flow obligations to ownership before they become urgent.

3. HR Administration & Compliance

• Support onboarding and offboarding logistics; maintain accurate, confidential benefits and payroll records.
• Support the recruitment process by scheduling and preparing for interviews.
• Primary owner of processing payroll on a monthly basis.
• Keep benefits administration, performance-review scheduling, and policy documentation current and compliant.
• Project lead the open enrollment process for the company.

4. Office Operations & Organization

• Own day-to-day office operations such as supplies, vendor relationships, and facilities issues.
• Maintain organized digital filing systems for team members to access necessary information or create workflows.
• Support company events and internal communications professionally and on schedule.
• Help organizing team building events, company volunteering opportunities, and client events.
• Manage multi-executive calendars and scheduling without double-booking or dropped requests.
• Plan and coordinate offsite leadership meetings end-to-end — venue, materials, logistics — so leadership can focus on the work, not the logistics.
• Prepare and distribute materials for recurring leadership meetings, including weekly Level 10 meetings, and run standard recurring reports accurately and on the agreed cadence.

Key Responsibilities

• Issue accurate, on-time client invoices and maintain up-to-date accounts receivable records
• Track outstanding balances, reconcile payments, and produce AR aging reports
• Process vendor invoices and employee reimbursements accurately and on time
• Maintain audit-ready accounts payable documentation and monitor cash-flow obligations
• Support onboarding/offboarding logistics and maintain confidential personnel records
• Assist with benefits administration, performance-review scheduling, and policy documentation
• Own day-to-day office operations, vendor relationships, and facilities coordination
• Maintain organized digital and physical filing systems
• Manage executive calendars and scheduling across multiple leaders
• Plan and coordinate logistics for offsite leadership meetings
• Prepare materials for and help organize recurring leadership team meetings
• Run and distribute standard recurring reports for ownership

Company-Wide Core Skills and Capabilities

• People First Culture Fit
• AI Fluency and Active Adoption
• Strategic and Outcome Thinking
• Client and Business Literacy
• Project Ownership and Work Quality
• Desire to Improve and Takes Action
  

Role-Specific Required Skills and Capabilities

• Demonstrated experience with accounts receivable and accounts payable processes
• High degree of discretion handling confidential financial, personnel, and business information
• Strong proficiency with accounting and office software (e.g., QuickBooks or similar, Microsoft Office/Google Workspace, Wrike)
• Exceptional organizational skills — manages multiple executives' priorities and deadlines simultaneously
• Comfortable coordinating offsite meeting and event logistics end-to-end
• Clear written and verbal communication for both internal and external correspondence
• Proactive ownership — anticipates leadership's needs rather than waiting for direction
• AI fluency in daily administrative and reporting workflows as a baseline expectation
  

Education and Experience

• Bachelor's degree in Business Administration, Accounting, or a related field — or equivalent experience
• 3+ years of experience in an administrative, executive assistant, office management, or bookkeeping role
• Experience supporting business owners or a senior leadership team directly preferred
• Prior experience in an agency, professional services, or small-business environment preferred
  

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times
• Occasional local travel required to coordinate offsite meetings or events

The job description is not a comprehensive listing of activities, duties or responsibilities that are required of the employee. Additional responsibilities may change or be assigned from time to time due to changes in business needs.

We offer excellent benefits including a competitive salary, health and dental insurance, life insurance, ateam-oriented, casual environment, great Downtown location, new modern/urban office and more.

Salary range is commensurate with experience.

Informatics is an equal opportunity employer. We will not discriminate against any applicant or employeeon the basis ofage, race, color, creed, religion, sex, sexual orientation, gender, gender identity or expression, medical condition, national origin, ancestry, citizenship, marital status or civil partnership/union status, physical or mental disability, pregnancy, childbirth, genetic information, military and veteran status, or any other basis prohibited by applicable federal, state or local law.