Executive Support & Operations Specialist

TaskForce seeks an Executive Support and Operations Specialist to coordinate and carry out administrative and operational tasks to ensure the smooth and successful operation of the agency’s HR and finance systems. This position will work to assure the integrity and implementation of accounting, internal control systems, and HR structures in accordance with all applicable laws, regulations, and corporate procedures. The Executive Support and Operations Specialist will report to and work primarily with the CEO. 

This is a fully remote role, and candidates can work anywhere in the United States.

Key Responsibilities 

EXECUTIVE SUPPORT & STAFF COMMUNICATION (20%) 

• Support the CEO in the smooth running of agency operations, including assistance with setting and achieving strategic goals  
• Lead on internal communications, including updates to staff regarding operational, payroll, finance, and other HR-related matters 
• Keep a pulse on all facets of the company and gather/prioritize information that is critical for the CEO to function optimally
• Manage the CEO’s calendar, and schedule and coordinate travel arrangements for meetings and conferences
• Update and maintain CRM database, communicating next steps to drive relationships cultivation
• Prepare and edit reports, presentations, and other documents as needed
• Create agendas and record meeting minutes as needed

HUMAN RESOURCES (30%) 

• Maintain employee handbook, HR policies and procedures, and coordinate with Justworks to ensure compliance with all employment laws including in all states that employees are located (includes CA, NY, VA, and more). 
• Manage employee onboarding and offboarding processes
• Coordinate open enrollment and manage enrollment processes for all employees 
• Review and draft new policies and procedures as needed, setting company culture wide goals, and supporting staff development 
• Serve as the initial contact and liaison for intake and assessment of employee complaints, conducting interviews with key parties and gathering information for employee relations matters such as harassment allegations, work complaints, or other concerns. Advise CEO on appropriate next steps

FINANCIAL MANAGEMENT (50%) 

• Coordinate day-to-day financial functions of the organization, including management of the firm’s outsourced accounting team, to: 
• Maintain cash flow projections by monitoring bank balances
• Set up new contractors and vendors for payment 
• Create contracts, ensuring payment schedules work for all parties
• Manage accounts payable to ensure the firm makes timely and accurate required payments, including working to improve the payment and budgeting process, and serving as the main contact for payment related questions
• Manage accounts receivable, ensuring timely and accurate revenue by issuing and sending invoices; recording and tracking payments, and resolving any discrepancies 
• Monitor and track expenditures and transactions against budgets and ensure all expenses are billed against the appropriate account
• Review employee credit card spending and complete monthly employee expense reports 
• Reimburse employees for work related expenses 

• Advise and support CEO in budget formation and forecasting, and contribute to the review and administration of the budget and comparisons of budgeted to actual spending 
• Coordinate vendor agreements and other administrative documents and processes; and maintain documents and records in Google Workspace 
• Assist the CEO with creating financial reports and information, for tax purposes and grant applications
• Answer team finance related inquiries and assist in resolving payment related questions 

Requirements

• 3+ years of relevant experience in HR and finance management
• 3+ years of experience supporting C-level executives
• Demonstrated ability to maintain a transparent financial infrastructure, including budgeting, reporting, and support of outside auditing 
• Expertise with Expensify and Bill.com, or similar systems 
• Experience with various types of employee benefits 
• High emotional intelligence and ability to work with a wide range of staff, partners, and vendors 
• Google Workspace experience and high proficiency 
• Excellent written and verbal communication skills 
• Experience developing and managing relationships with diverse groups of people in a remote work environment
• Strong organizational skills and time management abilities
• High attention to detail and consistent commitment to accuracy 
• Willingness to learn new skills and systems and collaborate in other areas as needed
• Experience creating and maintaining budgets

Benefits

• Competitive salary
• Full health insurance coverage and dental/vision benefits
• 401k retirement savings plan with employer match
• 15 annual vacation days - 5 vacation days are granted at the start. Vacation time is then accrued at a rate of 3.08 hours per pay period which will equate to 10 additional vacation days by the end of the year.
• 14 annual company holidays
• $20 monthly wellness stipend