Practice Operations Associate

About the Role

J.S. Held is a global consulting firm providing technical, scientific, and financial expertise. We are seeking a dynamic and highly organized Operations Associate to support the Strategic Advisory Group across business operations, marketing and business development, financial administration, and other practice-defining activities. This is a highly visible, service-oriented role for someone who can move comfortably between detailed execution and higher-level coordination, interface professionally with colleagues at every level, and respond quickly as priorities change.

Key Responsibilities

• Provide responsive day-to-day operational support to SAG leaders and team members, shifting focus as business needs and deadlines evolve.
• Coordinate work across senior leadership, practitioners, corporate functions, and external contacts while maintaining a polished and professional approach.
• Support marketing and business development activities, including opportunity tracking, meeting preparation, follow-up actions, event support, and maintenance of marketing materials.
• Create, update, and quality-check pitch decks, qualifications packages, presentations, and other client-facing materials in collaboration with subject-matter experts.
• Administer CRM data and processes, including new opportunity entry, contact and account updates, pipeline hygiene, activity tracking, reporting, and follow-up reminders.
• Monitor accounts receivable, work in process, billing status, collections follow-up, and related reporting; coordinate with project teams and Finance to resolve issues promptly.
• Prepare and support client invoicing, including gathering backup, confirming billing details, tracking approvals, monitoring invoice status, and maintaining accurate records.
• Develop and maintain trackers, dashboards, templates, shared workspaces, and process documentation that improve visibility, consistency, and accountability.
• Coordinate recurring and ad hoc meetings, prepare agendas and materials, capture decisions and action items, and follow through with owners until items are closed.
• Assist with onboarding, system access, internal requests, team communications, and other administrative or operational needs that help colleagues work effectively.
• Use Microsoft 365 and other business systems to streamline routine tasks, improve data quality, and identify practical opportunities for automation and process improvement.
• Handle confidential and sensitive information with care, sound judgment, and appropriate discretion.
• Anticipate needs, identify risks or missing information early, and escalate appropriately while offering practical solutions.
• Take on additional priorities as needed with a service mentality and a willingness to contribute wherever the team needs support.

Requirements & Tech Stack

• Advanced proficiency or strong aptitude with Microsoft PowerPoint, Excel, Word, Outlook, Teams, and SharePoint.
• Interest in using technology and automation to improve work.
• Comfort operating in a fast-paced environment where priorities may change and timely execution is essential.
• This role requires regular computer-based work, participation in virtual and in-person meetings, and the ability to manage time-sensitive priorities.
• Flexibility may be needed outside standard business hours when business or client needs require it.
• The work arrangement and any travel expectations will be determined based on team and business requirements.

Qualifications

• Experience in operations, project coordination, team support, marketing and business development support, finance administration, or a comparable client-service environment.
• Exceptional organization and follow-through, with a reliable system for managing multiple deadlines, requests, stakeholders, and recurring responsibilities.
• Ability to shift between strategic, analytical, administrative, and hands-on tasks without losing visibility into existing commitments.
• Strong service orientation and a consistent willingness to handle both high-profile assignments and routine details with equal care.
• Professional presence and communication skills, with the confidence and judgment to work effectively across all organizational levels and with external contacts.
• Working knowledge of marketing and business development workflows, presentation development, CRM administration, AR/WIP/billing management, and invoicing, or the ability to learn these areas quickly.
• Ability to produce accurate, polished, and client-ready work products, including presentations, trackers, reports, and written communications.
• Sound judgment, discretion, and accountability when handling financial, client, personnel, or other confidential information.
• Proactive problem-solving skills, intellectual curiosity, and willingness to learn unfamiliar systems, processes, and subject matter.
• Ability to work independently, ask effective questions, collaborate across functions, and keep stakeholders informed.

Compensation

A reasonable estimate of the salary range for this role is $65,000-$80,000. Any offered salary is based on factors including skill set, experience, training, location, scope of role, and level of responsibility.