Business Operations Executive Assistant
Our client is looking for an experienced, tech-savvy, operational guru for a US-based *remote* position with a terrific team. In this role, you will partner with the CEO/Founder to support his portfolio companies. This role requires strong experience with Gusto, Carta, Brex, QuickBooks, Pilot, Expensify, DropBox and Google applications. You’ll get the opportunity to manage and enhance innovative business operations with entities around the globe by utilizing your meticulous attention to detail and business acumen. An ideal candidate will also pride themselves in being exceptionally organized, relentlessly resourceful, calm under pressure, and a strategic multi-tasker with a deep love of logistics. A terrific way to partner with a successful thought leader and tech innovator, from anywhere in the US.
Attractive Factors:
- Fully REMOTE opportunity
- Growth-oriented organization
Key Responsibilities:
Executive Assistant:
- Calendar management across multiple time zones
- Email management
- Purchase gifts and arrange donations on Executive’s behalf
- Manage payments/expenses via Executive’s credit card
- Upload and arrange documents for signature
- Set up new Google Drives for new companies
Accounting:
- Quickbooks Online – use to establish new QBO accounts
- Brex – use to upload receipts/attach memos, audit transactions to ensure compliance, establish accounts for new companies and issue cards to new employees
- Pay invoices
- Categorize and match transactions, upload vendor invoices, close books, and upload statements to Google Drive
Human Resources:
- Legal/Records Management using Dropbox, Carta, Gusto
- Full Recruitment Cycle: Create Job Descriptions, Recruit, Interview, conduct reference/background checks, Generate Offer Letters, Onboarding
- I-9 Verification
- Workers Compensation
- Benefits enrollment upon onboarding/management of plans annually
- Policies/Procedures/Handbook – review/revise annually
- Termination letters/severance management
- COBRA administration
Payroll/Tax:
- Set up pay frequency schedule
- Review/approve payroll
- Pilot – International employee payroll
- Manage healthcare payments
- Setup new payroll tax accounts for each state where employee resides
- Foreign registration in new states (if required for a new employee)
- Franchise Tax; Statement of Information; Quarterly tax filings (if needed)
- Issue 1099s and W2s
- Submit and distribute IRS forms annually
Top Keys for Client:
- Required Technical Skills – Carta, Brex, Gusto, Quickbooks, Dropbox, Expensify, G-Suite, Pilot
- Bachelor’s Degree preferred; High School Diploma or GED required
- 10+ years’ experience as an Executive Assistant
- Excellent communication skills (verbal and written)
- Superior attention to detail
- Creative problem solver
- Ability to work asynchronously, proactively
- Experience handling finances, including fundings
- Maintain high degree of confidentiality/integrity of highly sensitive material
- Experience with US tax system is preferred
- Ability to work outside of office hours as needed
Job ID: GIS2021U