Location: Norfolk, Virginia (In-Person)
Department: Business Operations & Administration
Position Type: Internship
About Overhead Solutions Group
Overhead Solutions Group is a Forbes-recognized CPA firm serving nonprofit organizations, grant-funded entities, and businesses. We help our clients strengthen their accounting systems, prepare for audits, meet compliance requirements, and produce reliable financial information.
We are a growing firm where team members take ownership of their responsibilities, contribute to improving internal processes, and gain exposure to the operations of a professional services organization.
We hire and promote based on five core values: Excellence, Accountability, Integrity, Preparedness, and Impact.
About the Role
Overhead Solutions Group is seeking a motivated, dependable, and highly organized Business Administration Intern to support the firm's daily operations, executive administration, workflow management, and human resources functions.
This position will work closely with firm leadership to ensure internal operations run efficiently, deadlines are monitored, communications are managed, and administrative processes remain organized.
The primary focus of this role will be managing the firm's practice management system, Canopy, coordinating internal workflows, and supporting daily business operations. The intern will also assist with executive email and calendar management, basic human resources administration, and general office responsibilities.
This is an in-person position based in Norfolk, Virginia, and applicants must be currently enrolled at a Virginia college or university.
We are particularly interested in students pursuing degrees in Business Administration, Management, Operations, or Human Resources who want hands-on experience managing the operations of a growing professional services firm.
The ideal candidate is organized, detail-oriented, proactive, comfortable managing multiple priorities, and interested in potentially transitioning into a full-time position after graduation.
Key Responsibilities
- Operations & Canopy Workflow Management (60%)
The primary responsibility of this position is supporting the firm's daily operations and managing workflows through Canopy, our practice management software.
Responsibilities include:
- Creating, organizing, assigning, and updating tasks and projects in Canopy.
- Monitoring daily and weekly deadlines to ensure assignments are completed on time.
- Reviewing overdue and upcoming tasks and following up with team members regarding outstanding work.
- Maintaining accurate task statuses, due dates, assignments, and project information.
- Coordinating with team members to identify workflow delays and ensure projects continue moving forward.
- Assisting with client onboarding and ensuring administrative setup procedures are completed.
- Monitoring internal processes to ensure tasks are completed according to established procedures.
- Helping develop and update standard operating procedures (SOPs), checklists, and recurring workflows.
- Preparing weekly task management and operational status updates for firm leadership.
- Supporting internal projects designed to improve efficiency, accountability, and organization.
- Identifying opportunities to streamline administrative procedures and improve the firm's operations.
- Maintaining organized internal records, project documentation, and administrative tracking systems.
- Executive Email & Calendar Management (20%)
The intern will provide administrative support to firm leadership by helping manage email communications, scheduling, and calendar organization.
Responsibilities include:
- Monitoring and organizing the firm's shared email inbox and designated leadership email accounts.
- Reviewing incoming emails and identifying urgent messages, deadlines, and items requiring attention.
- Drafting routine email responses for review and approval.
- Following up on outstanding emails, requests, and communications.
- Organizing emails using labels, folders, and other inbox management tools.
- Maintaining leadership calendars and coordinating internal and external meetings.
- Scheduling, rescheduling, and confirming appointments with clients, vendors, and team members.
- Ensuring calendar invitations include accurate meeting details, links, and relevant information.
- Helping prevent scheduling conflicts and keeping calendars organized.
- Providing reminders regarding important meetings, deadlines, and follow-up items.
- Ensuring incoming communications receive timely attention and appropriate follow-up.
- Maintaining confidentiality and professionalism when handling sensitive communications.
- Human Resources & BambooHR Support (10%)
The intern will assist with basic human resources administration for a small team using BambooHR.
Responsibilities include:
- Assisting with employee onboarding and offboarding procedures.
- Maintaining employee information and personnel records in BambooHR.
- Tracking completion of required employee documents, policies, and handbook acknowledgments.
- Monitoring time-off requests, employee updates, and HR-related deadlines.
- Assisting with scheduling interviews and communicating with job candidates.
- Coordinating employee training and tracking completion of required training.
- Helping schedule performance reviews and sending reminders regarding upcoming evaluations.
- Maintaining organized and confidential HR documentation.
- Supporting other routine HR administrative activities as assigned.
- Office Administration & General Support (10%)
The intern will help ensure the firm's physical office remains organized, adequately supplied, and operating efficiently.
Responsibilities include:
- Monitoring office supply inventory and ordering supplies as needed.
- Maintaining essential office items, including printer paper, coffee, cleaning supplies, and other necessities.
- Preparing, organizing, and dropping off outgoing mail and packages at the post office or other designated locations.
- Receiving, sorting, and distributing incoming mail and deliveries.
- Assisting with printing, scanning, filing, and organizing documents.
- Coordinating with office vendors and service providers when needed.
- Helping maintain an organized, professional, and welcoming office environment.
- Assisting with meeting preparation and basic office coordination.
- Completing other general administrative duties and local office errands as assigned.
Required Qualifications
- Must be currently enrolled at a college or university located in Virginia.
- Must have a minimum cumulative GPA of 3.0.
- Must be willing and able to commute to our office in Norfolk, Virginia, for in-person work. This is not a remote position.
- Currently pursuing a degree in Business Administration, Business Management, Operations Management, Human Resources, or a related field.
- Strong organizational, time management, and multitasking skills.
- Excellent written and verbal communication skills.
- Strong attention to detail and ability to follow instructions accurately.
- Comfortable communicating professionally with clients, vendors, and team members.
- Proactive and willing to follow up with others to ensure assignments are completed.
- Able to prioritize competing deadlines and manage multiple responsibilities.
- Comfortable handling confidential business, employee, and client information.
- Familiarity with Google Workspace, including Gmail, Google Calendar, Google Docs, and Google Sheets.
- Willingness to learn Canopy, BambooHR, and other business management systems.
- Dependable, punctual, and capable of working independently after receiving training.
- Ability to complete occasional local office errands, including mail drop-offs.
Prior administrative or office experience is helpful but not required.
What You'll Gain
- Hands-on experience supporting the operations of a growing CPA and professional services firm.
- Direct exposure to business leadership and executive-level administrative responsibilities.
- Training in Canopy practice management software and BambooHR.
- Experience managing workflows, monitoring deadlines, and coordinating projects across departments.
- Practical experience with professional email communications and calendar management.
- Exposure to employee onboarding, HR administration, and internal business processes.
- Opportunities to recommend process improvements and take ownership of administrative projects.
- Experience developing organizational, communication, and project management skills applicable to a variety of business careers.
- Potential opportunity to transition into a full-time business administration or operations position after graduation.
Ideal Candidate
The ideal candidate is someone who genuinely enjoys organization, planning, coordination, and keeping things running smoothly.
We are looking for someone who takes initiative, follows through on assignments, and does not need constant reminders to complete tasks. This person should be comfortable communicating with others, asking questions when necessary, and proactively identifying items that need attention.
Because this role involves managing deadlines, monitoring team assignments, and supporting firm leadership, strong follow-through, accountability, and communication skills are essential.
The ideal candidate should also be comfortable working in a small, fast-paced professional environment where priorities may change and employees are expected to take ownership of their work.
We do not expect candidates to know everything when they start, but we do expect a willingness to learn, professionalism, attention to detail, and consistent follow-through.
What Success Looks Like
A successful Business Administration Intern will:
- Keep Canopy tasks, deadlines, and workflows accurate and up to date.
- Consistently monitor outstanding assignments and follow up without needing reminders.
- Help maintain an organized email inbox and calendar for firm leadership.
- Ensure routine administrative and HR activities are completed on schedule.
- Help maintain a well-organized and properly supplied office.
- Identify operational issues early and communicate them promptly.
- Demonstrate reliability, initiative, professionalism, and continuous improvement.
Our goal is to provide meaningful professional experience while developing an intern who can contribute to the firm's growth and potentially build a long-term career with Overhead Solutions Group.
