Administrative Assistant - QuickBooks, Public Health
Full-TimeUpdated on 10/28/2026
$48.1k - $58k/yr
Junior
Grayslake, IL, USA
In PersonIn-office in Grayslake, Illinois; reliable transportation required for PO box visits multiple times each week.
Administrative & Executive AssistanceAdministrative Support
About the job
Requirements
Demonstrated, hands-on QuickBooks experience, including invoicing, bill entry, and transaction categorization; QuickBooks Online is preferred.
Two or more years of administrative, office, or executive support experience.
Strong attention to detail and a commitment to accuracy.
Organizational skills and the ability to manage multiple priorities.
Clear, professional written and verbal communication.
Proficiency with Microsoft 365, including Outlook, Teams, Word, and Excel.
Reliable transportation and the ability to visit the Grayslake PO box multiple times each week.
A desire to serve others and support a mission-driven team.
Discretion with confidential information.
Responsibilities
Enter and categorize transactions in QuickBooks.
Prepare and send client invoices and track payment status.
Process vendor bills and organize receipts and expense reports.
Record incoming checks and payments.
Support month-end reconciliation and reporting with leadership and the accountant.
Manage and prioritize calendars for the CEO, COO, and CRO.
Schedule internal meetings, client calls, and partner meetings across multiple time zones.
Prepare meeting agendas, send invitations, and track follow-up items.
Book flights, hotels, and ground transportation for leadership and team members.
Build travel itineraries and share them ahead of each trip.
Register the team for conferences, trainings, and professional events.
Track travel expenses and organize receipts for reimbursement.
Check the PO box multiple times each week.
Sort, scan, and route mail to the appropriate team member.
Flag time-sensitive items such as contracts, government notices, and tax documents.
Schedule and publish posts on LinkedIn and other company channels.
Draft short posts highlighting the team, events, and client work.
Capture photos and updates from conferences and events.
Track basic engagement and share results with leadership.
Maintain organized digital files, contracts, and company records.
Draft routine correspondence and keep shared documents current.
Support onboarding logistics for new team members.
Help plan and launch the Grayslake office when it opens.
Take on special projects that support team operations.
Desired Qualifications
Experience working with or for government agencies or public health organizations.
Experience supporting multiple executives.
Experience booking business travel and managing itineraries.
Interest or experience in social media posting, especially on LinkedIn.
Familiarity with scheduling tools such as Hootsuite, Buffer, or Canva.
Familiarity with contract, grant, or invoice processes for government clients.
Experience with Jira, Salesforce, or similar project and client management tools.
About Us
Flourish and Thrive Labs is a woman-owned and led consulting firm specializing in public health solutions. Our team, composed of former public health officials, works with state and local health departments across the country, building resilient public health operating systems. We pride ourselves on being different, holding ourselves to high ethical standards, and taking care of each other.
We view our company as an urban neighborhood—a diverse group of individuals coming together to live and work, embracing the beauty in that diversity. We are a wacky bunch who are intent on spreading joy! (We just mailed out stickers to over 200 local health health professionals because we felt they could use more joy!)
As Salesforce, Microsoft, Snowflake, and AWS partners, we specialize in technology implementation with a strong people focus. We combine this with strategic planning, data analysis, coaching, and facilitation to effectively support local public health department staff.
Our core values are:
People First
Focus on Capacity Building
Belief in Continuous Experimentation
By Public Heath; For Public Health
We Do What Is Right. Always.
We're seeking passionate, joyful individuals who align with our ethos of being different and making a difference.
WE ARE LOOKING FOR A TEAM MEMBER WITH PUBLIC HEALTH EXPERIENCE (LOCAL/ TRIBAL/ STATE/ FEDERAL).
About Consulting at F&T Labs
If you're new to consulting, we want to help you understand what makes F&T Labs different and why our approach might be perfect for you. We know transitioning from government and non-profit to consulting can be a big step, but we've designed our work environment to blend the best of both worlds.
First, let's talk about how we work. Unlike traditional consulting firms, we hire you for a role, not a specific project. This means you can contribute to various initiatives that match your expertise and interests. Think of it as bringing your public health superpowers to different challenges where they're needed most.
We believe in measuring what matters. While many consulting firms focus on billable hours, we care about the quality and impact of your work. Time sheets don't measure your success with us – it's measured by the meaningful solutions you help create for our clients and their communities.
Yes, we have utilization targets (consulting speak for how much of your time is spent on client work), but we view these as guideposts rather than strict rules. They help us ensure we're making a sustainable impact while maintaining a healthy business. These targets are meant to motivate, not to create stress.
One of the most dynamic aspects of consulting is its natural rhythm. Some weeks might be bustling with activity, while others might be quieter. We embrace these ebbs and flows because they create space for both intense, focused work and time for learning, reflection, and personal growth. This is part of our philosophy that work and life shouldn't be at odds – they should be integrated in a sustainable and energizing way.
At our core, we're built on a simple belief: when our team members flourish, our clients flourish, and ultimately, communities thrive. That's why we've created an environment that supports your growth, values your expertise, and understands that the best solutions come from people who feel empowered and energized by their work.
If you're passionate about public health and excited about the possibility of expanding your impact through consulting, we'd love to talk with you. Your experience in public health is valuable, and we're here to help you apply it in new and meaningful ways.
Notice
No 3rd Party Recruiters. No Phone Calls. We are unable to do informational interviews at this moment. Candidates who call or schedule a "coffee chat" will be considered disqualified.
QuickBooks experience is required for this role. We will only consider applicants who can demonstrate hands-on experience using QuickBooks for invoicing, bill payment, and transaction entry.
n this role, you will live these values every day. You will put people first by making our leaders’ days run smoothly. You will build capacity by creating systems that help our team grow. You will experiment with better ways to manage our calendars, mail, and books. And you will do what is right by handling our finances and confidential information with care and accuracy.
About the Role
The Administrative Assistant keeps our leadership team organized, on schedule, and focused on our clients. You will manage leadership calendars, coordinate meetings and travel, manage our financial operations in QuickBooks, handle company mail, and help share our work on social media. You will join a small, mission-driven team where your work directly shapes how we show up for government partners.
Work Location
Our team currently works remotely. However, this role will require you to be in office in Grayslake, IL.
Candidates must live within commuting distance of Grayslake, Illinois, and have reliable transportation.
What You Will Do
Financial Operations in QuickBooks
Enter and categorize transactions in QuickBooks
Prepare and send client invoices and track payment status
Process vendor bills and organize receipts and expense reports
Record incoming checks and payments
Support month-end reconciliation and reporting with leadership and our accountant
Calendar and Meeting Management
Manage and prioritize calendars for the CEO, COO, and CRO
Schedule internal meetings, client calls, and partner meetings across multiple time zones
Prepare meeting agendas, send invitations, and track follow-up items
Travel Coordination
Book flights, hotels, and ground transportation for leadership and team members
Build clear travel itineraries and share them ahead of each trip
Register the team for conferences, trainings, and professional events
Track travel expenses and organize receipts for reimbursement
Mail and Records
Check our PO box multiple times each week
Sort, scan, and route mail to the right team member
Flag time-sensitive items such as contracts, government notices, and tax documents
Social Media Support
Schedule and publish posts on LinkedIn and other company channels
Help draft short posts that highlight our team, events, and client work
Capture photos and updates from conferences and events
Track basic engagement and share results with leadership
Office and Team Support
Maintain organized digital files, contracts, and company records
Draft routine correspondence and keep shared documents current
Support onboarding logistics for new team members
Help plan and launch our Grayslake office when it opens
Take on special projects that keep the team running smoothly
What You Bring
Required
Demonstrated, hands-on QuickBooks experience (QuickBooks Online preferred), including invoicing, bill entry, and transaction categorization
Two or more years of administrative, office, or executive support experience
Strong attention to detail and a commitment to accuracy
Excellent organizational skills and the ability to juggle multiple priorities
Clear, professional written and verbal communication
Proficiency with Microsoft 365 (Outlook, Teams, Word, Excel)
Reliable transportation and the ability to visit our Grayslake PO box multiple times each week
A genuine desire to serve others and support a mission-driven team
Discretion with confidential information
Preferred
Experience working with or for government agencies or public health organizations
Experience supporting multiple executives
Experience booking business travel and managing itineraries
Interest or experience in social media posting, especially on LinkedIn
Familiarity with scheduling tools such as Hootsuite, Buffer, or Canva
Familiarity with contract, grant, or invoice processes for government clients
Experience with Jira, Salesforce, or similar project and client management tools
Who Thrives Here
You take pride in getting the details right. You anticipate needs before anyone asks. You stay calm when priorities shift, and you find satisfaction in making other people’s work easier. You enjoy telling a good story about the work your team does. You care about public service and want your work to matter.