We’re looking for a sharp, dependable, and fast-moving Operations and Executive Assistant to help keep the company running smoothly behind the scenes. In this role, you’ll work closely with the leadership team to manage day-to-day operations, support finance workflows, and drive internal coordination across the company.
You’ll be trusted with high-impact responsibilities — from calendar and inbox management to assisting with payroll, invoicing, and vendor payments. You’ll also play a key role in organizing our files, planning team events, and supporting recruiting and onboarding logistics.
Operational & Executive Support:
● Manage and maintain executive and team calendars across multiple time zones.
● Triage leadership inboxes and ensure timely follow-up.
● Support day-to-day administrative tasks, including document organization, internal coordination, domestic and international travel (itineraries, flights, hotels, logistics)
● Help source candidates and manage recruiting admin (e.g., scheduling, follow-ups)
● Prepare customer quotes and invoices as needed.
Office & Team Operations:
● Manage catered lunches, restock office supplies, and ensure overall cleanliness.
● Process incoming mail and maintain organized office systems.
● Own incoming calls and support to the company line and ensure prompt routing or resolution.
● Own the Operations inboxes, including AR/AP-related inquiries.
Financial Operations:
● Manage payroll, contractor payments, commissions, and vendor invoices.
● Track expenses and ensure compliance with tools like Brex or Gusto.
● Maintain and reconcile the Aging Report.
● Prepare monthly and quarterly reports on budgets, expenses, and financial health.
Requirements:
● 2+ years of experience in operations, executive assistance, or finance support roles.
● Excellent with task management systems (e.g., Trello, Linear, Asana) and calendar tools (Google Calendar, Calendly)
● Financially literate: proficient in spreadsheets and comfortable with tools like QuickBooks, Stripe, Brex, or Gusto.
● Extremely organized with exceptional scheduling and time management skills.
● Clear, professional communicator (written and verbal; C1 English level or higher)
● Comfortable triaging inboxes, managing multiple stakeholders, and coordinating across functions.
● Bias to action with a self-starter mentality.
Great, just keep talking to your recruiter.
