Operations & Finance Associate (Executive Support)

Operations & Finance Associate (Executive Support)

Employment Type:Full time, independent contractorWork Model:RemoteWork Hours:US work hours

Role Overview

We are looking for a high-impact, detail-oriented Operations & Finance Associate (Executive Support)​​​​​​​ to serve as the backbone of our daily business functions. This is a "linchpin" role designed for a proactive professional who excels at managing the "lower-value" but high-necessity tasks that keep a business scaling. You will work directly with leadership to offload operational workflows, manage financial billing cycles, and provide essential executive support.

If you are someone who finds deep satisfaction in "keeping the trains running on time" and building order out of chaos, this role is for you.

Key Responsibilities

Financial & Billing Support
* Manage accounts receivable/payable and ensure timely client billing.
Manage accounts receivable/payable and ensure timely client billing.
* Reconcile financial records and assist with basic bookkeeping tasks.
Reconcile financial records and assist with basic bookkeeping tasks.
* Follow up on outstanding invoices and resolve billing discrepancies.
Follow up on outstanding invoices and resolve billing discrepancies.

Operations & Process Management
* Monitor internal workflows and suggest improvements to increase efficiency.
Monitor internal workflows and suggest improvements to increase efficiency.
* Manage vendor relationships and software subscriptions.
Manage vendor relationships and software subscriptions.
* Ensure all operational "to-do" lists are tracked and completed by the team.
Ensure all operational "to-do" lists are tracked and completed by the team.

Marketing & Communication Support
* Execute light marketing tasks, such as scheduling social media posts or updating website copy.
Execute light marketing tasks, such as scheduling social media posts or updating website copy.
* Assist in the creation of basic slide decks, newsletters, or client-facing documents.
Assist in the creation of basic slide decks, newsletters, or client-facing documents.
* Manage email correspondence and ensure no high-priority messages fall through the cracks.
Manage email correspondence and ensure no high-priority messages fall through the cracks.

Executive Assistance
* Complex calendar management and meeting coordination.
Complex calendar management and meeting coordination.
* Handling travel arrangements and expense reporting.
Handling travel arrangements and expense reporting.
* Acting as a gatekeeper and primary point of contact for external inquiries.
Acting as a gatekeeper and primary point of contact for external inquiries.

Required Skills & Qualifications
* The "Generalist" Mindset:3+ years of experience in a multi-functional role (Ops, Admin, or Finance).
The "Generalist" Mindset:3+ years of experience in a multi-functional role (Ops, Admin, or Finance).
* Financial Literacy:Comfortable with numbers, spreadsheets (Google Sheets/Excel), and billing software (e.g., QuickBooks, Xero, or Stripe).
Financial Literacy:Comfortable with numbers, spreadsheets (Google Sheets/Excel), and billing software (e.g., QuickBooks, Xero, or Stripe).
* Tech Savvy:Ability to quickly learn and manage a variety of SaaS tools (Project management, CRM, Email Marketing).
Tech Savvy:Ability to quickly learn and manage a variety of SaaS tools (Project management, CRM, Email Marketing).
* Hyper-Organized:You don’t just manage a list; you anticipate needs before they arise.
Hyper-Organized:You don’t just manage a list; you anticipate needs before they arise.
* Communication:Exceptional written and verbal communication skills for both internal and client-facing interactions.
Communication:Exceptional written and verbal communication skills for both internal and client-facing interactions.

Why Join Us?

You won’t just be another cog in the machine. You will be a vital partner in our growth, with the autonomy to shape how our operations function and the satisfaction of seeing your impact on the business every single day.