Operations Administrative Assistant

NinjaHoldings; Chicago (IL); Hybrid; USD 45,000 - 60,000; Full time

Job summary

NinjaHoldings is looking for a proactive Operations Administrative Assistant to support their Operations and Finance teams. This hybrid role involves managing schedules and providing operational support, ideal for someone detail-oriented and tech-savvy. Join a dynamic startup culture in Chicago, where you can make an immediate impact.

Benefits

Flexible remote work

Fast-paced work environment

Dynamic startup culture

Impactful role in a growth company

Convenient downtown office

Qualifications

• 3+ years customer service experience is required.
• Excellent written and verbal communication skills are essential.
• Experience with data management and reconciliations.

Responsibilities

• Support daily operations and manage workflows across various teams.
• Maintain records in business systems, assist with data reconciliation.
• Serve as a liaison with vendors and manage contracts.

Skills

Typing Skills

Attention to Detail

Communication

Multitasking

Flexibility

Education

Associate's Degree or equivalent experience

Tools

Google Suite

Microsoft Products

JIRA

Slack

Job description

NinjaHoldings was founded in 2017 by a team seeking to revolutionize the way everyday Americans interact with financial services. Through our CreditNinja and NinjaCard brands, we empower people overlooked by traditional financial institutions to take control of their finances via a full suite of digital banking and lending products, providing incentives and rewards along the way as we guide them on a path to financial improvement. Through our NinjaEdge brand, we help companies better understand their customers by offering a package of bespoke underwriting, fraud detection, and analytics services. With offices in Chicago, Miami, and around the world through the power of remote work, we are a lean and innovative team always seeking like-minded talent to join us in our fight to disrupt consumer finance.

Job Summary

NinjaHolding is seeking a highly organized and proactive Operations Administrative Assistant to support our Operations and Finance teams in ensuring smooth and efficient business processes. This individual will provide administrative and operational support, coordinate cross-functional activities, manage schedules, and provide general office assistance. The ideal candidate is detail-oriented, tech-savvy, and capable of managing multiple priorities with minimal supervision. If you thrive in complexity, excel at execution, and know your way around both data and decision-makers—this role is for you.

This is a hybrid, full-time role with two days in office and three days work from home.

Key Responsibilities:

• Support daily operations, manage process escalations, and help coordinate workflows across teams including Operations, Customer Service, Collections, Compliance, Legal, Engineering, and HR.
• Serve as a liaison with third-party service providers and vendors. Maintain contracts, SLAs, and billing records.
• Maintain accurate records in business systems.. Assist with data reconciliation, invoicing, reporting, and system hygiene.
• Assist with purchasing office or operational supplies and managing vendor relationships
• Handle confidential information with discretion, especially around strategic initiatives, HR matters.
• Enter financial transactions into accounting systems or spreadsheets.
• Support new vendor onboarding, including W-9 collection and payment setup

Requirements:

• Excellent typing skills
• Experience with all Google suite and Microsoft products
• This position requires in-office attendance for two days a week in Chicago, Illinois
• Associate's Degree OR equivalent experience 3 + years experience in customer service
• You must possess excellent written and verbal communication skills, a strong familiarity with Google docs, and Gmail.
• Strong attention to detail
• Be able to sit or stand 8 hours a day
• Demonstrated ability to multi-task extensively, excellent attention to detail Must be able to work flexible shifts – No Weekends
• Excellent listener, quick learner, and able to handle ambiguity and constant change
• Ability to communicate professionally, with maturity and self-confidence
• Patience with dealing with customers who are slower to learn new technologies
• Credit and criminal background checks required
• Must have a strong at-home internet connection, all equipment will be provided to you

Desirable Skills:

• Prior executive and administrative assistance experience
• Knowledge about or experience with Google Suite products, Excel, JIRA, & Slack
• Proactive: Anticipates needs before they arise.
• Discreet: Trusted with confidential and sensitive information.
• Organized: Handles complex schedules and competing priorities.
• Detail-Oriented: Doesn’t miss follow-ups, deliverables, or inconsistencies.
• Business-Savvy: Understands department priorities and aligns support accordingly.

Benefits:

• Flexible, remote work
• Fun, fast-paced work environment
• Dynamic start-up culture
• Ability to make an immediate impact in a growth stage company
• Convenient downtown Chicago office located in the heart of the city
• Equal opportunity employer

IMPORTANT NOTICE:

Please carefully review communications to ensure that they are from the official Breezy applicant tracking platform (@breezy-mail.com) or an official NinjaHoldings brand email: @ninjaholdings.com, @creditninja.com, @ninjacard.com, or @edgescore.com. If you have been contacted regarding a job opening at NinjaHoldings from any other email address, including similar email variations, this is NOT a trusted source. We recommend that you refrain from responding to suspicious emails and file a complaint with the FBI's Internet Crime Compliant Center (IC3) at https://www.ic3.gov. For questions or to confirm the authenticity of a communication, please email hr @ ninjaholdings.com.