Operations & Executive Support to CEO AR
- Location
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United States
Simera
Job Description
Summary:
We are seeking a highly skilled and motivated individual to join our team as an Executive & Operations Assistant (Finance, HR, and customer care). In this hybrid role, you will work closely with our CEO/Founder, gaining hands-on experience in the Health and Wellness Industry. We are looking for an organized and detail-oriented professional who is a quick learner and possesses excellent communication skills.
Location:
● We're a fully distributed team working remotely from both EST & PST time zones.
Responsibilities:
● Support the CEO directly to ensure efficient company operations and the accomplishment of goals.
● Maintain and refine internal processes that support the CEO and the company, coordinating internal and external resources to expedite workflows.
● Manage communication with employees by liaising with internal and external executives on various projects and tasks.
● Plan and orchestrate work to ensure the CEO's priorities are met, organizational goals are achieved, and best practices are upheld.
● Process and review expense reports, ensuring compliance with T&E policies.
● Assist in the assembly of tax returns and extensions.
● Handle administrative tasks such as correspondence management, document preparation, scheduling meetings, and maintaining records.
● Collaborate with departments to manage vendor relationships effectively.
● Coordinate relationships with banks, external auditors, and other outsourced functions.
● Ensure compliance with company policies and procedures.
● Assist with employee events, benefits administration, and salary administration.
● Support new-employee orientations, including I-9 documentation.
● Assist the Executive in policy formulation, hiring, and salary administration.
● Manage online job postings, shortlist candidates, and schedule interviews.
● Administer benefit/401k plans, including claims resolution and invoice approval.
● Ensure timely processing and data integrity of various HR, payroll, and safety reports.
● Develop and maintain job descriptions.
● Assist in employee performance and salary reviews.
● Prepare reports for audits as requested.
● Answer around 45-50 emails per day to help customers troubleshoot problems and follow policies.
● Work cross functionally with our coaches, product, engineering to report bug/crashes/user feedback, address user requests, and suggest ways to improve our metrics.
Requirements:
● Experience
○ Bachelor's degree in accounting or business administration
○ 1+ years of customer care associate experience and proven experience assisting a CEO as either an Executive Assistant or Project Manager.
○ A minimum of 5 years of relevant experience in admin/ops roles
○ Demonstrated vendor management experience
○ HR liaison experience with third-party payroll management firms & Experience in
payroll management skills.
● Skills
○ Strong organization and project management skills (You will be coordinating multiple projects)
○ Excellent written and verbal communication skills.
○ Proficient in basic data analysis and reporting (Excel-based).
○ Tech savvy - Proficiency with office productivity tools and can quickly learn new software and systems.
○ Strong prioritization and time-management skills
○ Research skills, going above and beyond to cut costs.
● Traits
○ Flexible team player, adaptable to changes and unafraid of challenges.
○ Demonstrates maturity and maintains confidentiality of CEO, company, and employee information.
○ Proactive and take initiatives to improve processes and outcomes.
○ Thrive in a fast-paced environment, excels at prioritizing requests, and meeting deadlines.
○ Exhibits strong emotional intelligence and interpersonal skills, representing the CEO’s voice effectively. Good bedside manner.
○ Maintains a positive attitude and remains calm under pressure
○ Pays extreme attention to detail, especially when processing critical tasks like employee payroll.
Job Type: Contract, 40 hours per week
Time zone: PST
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