Administration Specialist

About Versapay

Versapay turns accounts receivable (AR) into a competitive advantage. Inefficient AR processes slow cash flow and stall growth. Versapay removes friction, unlocks working capital, and accelerates momentum — giving finance leaders the clarity and control they need to drive business forward.

Versapay automates accounts receivable, removing barriers to collecting and reconciling B2B payments. Our solutions connect finance teams, customers, and business systems in one ecosystem to ensure cash flow clarity. With over 10,000 customers and 5M+ companies transacting on the platform, Versapay processes over 110M transactions and $257B annually.

Think you might be the next Veep to join? Read on!!

Role Overview

We’re looking for a high-impact, detail-oriented Administration Specialist who brings precision, calm, and ownership to everything they touch to join our team. This role is foundational: you’ll handle the core administrative engine—calendaring, travel, expense, and ad-hoc projects—so senior leaders can operate at their highest level.

This is not a “check-the-box” admin role. We’re looking for someone who:

• anticipates needs before they’re voiced,
• takes pride in excellence and follow-through,
• and understands that great administration is both practical and relational.

If you are curious, hungry to learn, ready to roll up your sleeves and have fun, we want to hear from you!

What You'll Do

• Executive Support: Manage and coordinate complex calendars for 5 Senior Leaders, ensuring scheduling conflicts are resolved proactively.
• Travel Coordination: Coordinate domestic and international travel, including itineraries, changes, and contingencies with precision.
• Expenses Management: Prepare, submit, and reconcile expense reports accurately and on time (up to 10% travel required).
• Operational Excellence: Maintain systems, processes, and documentation that improve efficiency and clarity.
• Project Management: Take ownership of ad hoc projects as needed, driving them from conception to completion independently.
• Communication: Serve as a key point of contact, maintaining great communication flow between leadership and internal/external stakeholders. Handle sensitive information with discretion and professionalism.
• Adaptability: Multitask effectively in a dynamic, high-velocity environment where priorities can shift rapidly.

Who You Are

• Highly motivated & collaborative: You are service-oriented, ambitious and eager to make an impact, but no task is too small. You approach work with high integrity, sound judgement and a "team-first" mentality.
• A Self-Starter: You don’t need to be told what to do next. You are a quick learner who takes high ownership and is highly accountable for your output.
• Curious & Agile: You have a natural curiosity to understand the business and the ability to work independently.
• Detail-oriented but not rigid: You know when precision matters and when speed does.
• A calm, grounded presence: You don’t get rattled under pressure but see the bigger picture.
• A value creator: You support leaders in a way that reduces friction and increases capacity.
• An excellent communicator: You communicate clearly, kindly, and proactively—especially when navigating ambiguity or urgency.

Qualifications

• Experienced: You have 3-4 years of administrative experience, specifically handling high-volume coordination.
• Tech-Savvy: You possess Strong Outlook skills and general computer literacy. You are comfortable adopting new tools quickly and you find resourceful and creative ways to tackle challenges.
• High degree of integrity, discretion, and trustworthiness.
• Travel 10-15% as needed.

Key skills/competency

• Executive Support
• Calendar Management
• Travel Coordination
• Expense Management
• Operational Efficiency
• Project Management
• Professional Communication
• Discretion
• Problem-Solving
• Microsoft Outlook