Operations Assistant

Role: Operations Assistant

Location: Remote (LATAM)

Rate: $2,250-$2,750

Benefits: PTO and Holiday Calendar

About Ficomm

One of Our Amazing Partners (“Ficomm”) is a strategic marketing and PR consulting firm serving financial services companies — specializing in the financial advisory and wealth management communities.

Our programs span branding, marketing, digital outreach, public relations, marketing consulting, and advisor education.

Ficomm’s clients include independent registered investment advisory (RIA) firms, financial advisor practices, and large financial advisory teams.

At Ficomm, our competitive advantage is built on the strength of our relationships, our reputation in the industry, and our collaborative, high-energy culture. We invest in highly motivated and enthusiastic people who want to be part of something different and exciting.

Our Values

Integrity Without Compromise

We keep our word, do what we say, and always strive to do the right thing every day.

Intentionally High Standards

We’re high performers with high expectations for ourselves, our work, and our clients. We create an environment where all Ficommers can perform at the top of their game, recharge when they need it, and come back twice as strong.

Tenacious Growth Mindset

Complacency has no place here. We constantly seek forward-thinking, disruptive, and innovative ideas to drive growth — internally and externally. We’re tenacious about this, even when it’s hard, because that’s when real growth happens.

Team Before Self

We leave egos at the door, humbly accept feedback, learn with enthusiasm, embrace the gifts that others bring, and work together toward a common goal.

Position Overview

The Operations Assistant provides day-to-day administrative and operational support to the EVP, Head of Client Success & Operations, under the guidance of the Senior Executive Assistant.

This role ensures accuracy and timeliness in managing administrative systems, financial processes, HR support, and client onboarding documentation.

The ideal candidate is detail-oriented, organized, and proactive — someone who enjoys building efficient processes, keeping systems clean, and supporting leadership and team success.

Responsibilities

Executive & Administrative Support

• Manage the EVP’s calendar, coordinating with the Senior EA to align priorities
• Monitor and respond to messages in the Operations and Accounting inboxes
• Prepare communications and track follow-up tasks

Finance & Accounting Support

• Track accounts receivable/payable and flag outstanding items
• Prepare and organize monthly invoice documentation
• Support payroll and expense reconciliation processes

Human Resources & Team Operations

• Assist with employee onboarding/offboarding (systems access, documentation, equipment requests)
• Maintain subscription records and renewals
• Support HR and payroll workflows with accurate data entry and tracking

Business Development & Reporting

• Update HubSpot with new business information
• Assist in drafting and tracking client contract agreements and preparing DocuSign envelopes

Systems & Knowledge Management

• Maintain organization and accuracy in Dropbox
• Support cleanup and optimization of shared systems and workflows
• Provide light project support for cross-team initiatives

Qualifications

• 1–3 years of administrative or operations support experience preferred
• Strong organizational skills with high attention to detail
• Comfortable working with numbers (invoicing, payroll, AR/AP tracking)
• Proficiency in Microsoft Office Suite; experience with HubSpot, Dropbox, QuickBooks, and DocuSign a plus
• Excellent communication skills and ability to prioritize multiple tasks in a fast-paced environment