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Administrative Assistant - Data Operations & Reporting Focus

Administrative Assistant - Data Operations & Reporting Focus

Talley LLPOrange, CA, US
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Job Description

Administrative Assistant – Data Operations & Reporting Focus

Talley, LLP

Remote - CA

About the Firm

Talley, LLP, and its affiliated entities—Talley Law Group, LLP (“TLG”), Talley Capital Group, LLC (“TCG”), and Talley Wealth Management, LLC (“TWM”) (collectively “Talley”)—is a full-service financial, tax, legal, and consulting organization serving entrepreneurially driven businesses and their owners. Talley partners with clients as business advisors, not just service providers, constantly seeking innovative ways to strengthen their bottom line.

Talley, LLP, was founded in 1989, with the mission of helping entrepreneurially driven businesses, their owners, and high net worth individuals, to manage their financial affairs and to achieve their business objectives profitably and efficiently. Our professionals strive to become each client’s Most Trusted Advisor (MTA) by delivering global solutions to our client’s complex challenges and opportunities.

Our services include :

  • Audit & Assurance services, including financial reporting
  • Tax compliance,
  • Tax planning, and proactive advice
  • Business consulting
  • Estate planning, business planning, M&A, and tax law services delivered through TLG
  • Outsourced accounting, controller and CFO services
  • M&A, growth-through-acquisition, and operational consulting delivered through TCG

Talley is a boutique firm with 70+ U.S.-based professionals and 20–30 offshore / outsourced team members. Headquartered in Orange, CA, the firm has grown rapidly, becoming a leading Orange County professional services provider. We embrace a hybrid work culture built on accountability, results, and exceptional client service delivered by professional, motivated individuals.

Position Summary

The Administrative Assistant (Data Operations & Reporting Focus) is a full-time, in-office role responsible for providing data-driven operational support across departments. This individual will play a critical part in maintaining the integrity of internal systems, ensuring consistency in project execution, and enhancing administrative processes. They will interface with various departments and management levels and will be an integral part of supporting Talley’s operational rhythm through task coordination, CRM upkeep, and performance reporting.

This role requires advanced Excel skills, high attention to detail, and the ability to balance multiple priorities with excellent communication and organizational ability. Candidates must thrive in a team-oriented, high-performance environment.

Responsibilities

  • Timely and accurately update and manage data in CRM platforms and internal databases (e.g., client status, lead follow-ups, task completions).
  • Assist with internal project tracking using Teamwork or other platforms; ensure timely and accurate time entries and task completions.
  • Generate and maintain Balanced Scorecards and other Excel-based tracking documents for project milestones and team performance.
  • Support our monthly close processes by coordinating billing matters, tracking status of open items.
  • Maintain new hire onboarding documentation, scheduling, and task list compliance in coordination with HR and department leads.
  • Facilitate team meetings : coordinate schedules, prepare agendas, record outcomes, and ensure timely follow-up on action items.
  • Maintain internal standard operating procedures (SOP) documentation and quality control logs; ensure all team entries are timely and complete.
  • Generate topics for weekly marketing / drip campaign emails, schedule emails and social media posts (Constant Contact; LinkedIn; Facebook).
  • Perform periodic audits of open task lists in project management and CRM systems to ensure all items are current.
  • Execute special projects and reporting requests from managers and department heads as assigned.

    • Essential Functions of the Position

    Qualities

  • Advanced time management and multitasking
  • High organizational discipline
  • Strong written and verbal communication
  • Accuracy and precision in data handling
  • Team-oriented and responsive to cross-departmental needs
  • Proactive problem-solver with critical thinking skills
  • Tech-comfortable and quick to learn internal systems

    • Technical Skills

  • Advanced Excel : Pivot tables, non-simple formulas, conditional formatting, filtering, and data validation
  • CRM and task management platform fluency (e.g., Salesforce, Teamwork, Asana)
  • Proficient in Microsoft Office Suite
  • Familiarity with shared drive tools (e.g., Dropbox, Google Drive)

    • Client & Internal Service

  • Provide timely and accurate updates to management and staff
  • Support staff and partners with administrative follow-ups and project coordination
  • Maintain a service-first, team-supportive approach in all interactions

    • Preferred Attributes

  • 1–3 years of experience in an administrative, operations, or data entry role
  • Prior experience in a professional services or project-based environment preferred
  • High school diploma / GED required; associate degree or coursework in Business or Data Management a plus
  • Strong interpersonal skills and ability to work independently with minimal supervision
  • Ability to prioritize and manage multiple tasks efficiently under deadlines
  • Flexibility to support special projects and occasional extended hours

    • This is a remote position

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