Executive Assistant & Business Operations Generalist

About the role

We're a small, fast-moving AI commerce and advisory company, and we're looking for a capable, organized generalist to be the CEO's right hand. You'll keep the business running day to day across marketing, finance, people, clients and the office, so the CEO can focus on technology, new business and strategy.

This role suits someone who likes variety, can switch between tasks easily, and treats "that's not my job" as a foreign phrase. You won't be an expert in every area on day one. You do need to be resourceful, reliable and quick to learn.

What you'll do

Executive support

• Manage the CEO's calendar, meetings, travel and inbox triage
• Prepare meeting agendas and briefing materials, and follow up on action items
• Act as the first point of contact for clients, partners and vendors

Marketing & social media

• Run our social channels (LinkedIn first): schedule posts, draft content, track engagement
• Coordinate email campaigns, website updates, events and marketing assets
• Keep the brand consistent across every touchpoint

Accounting & bookkeeping

• Keep the books (QuickBooks): categorize transactions, reconcile accounts, enter bills
• Handle invoicing, accounts receivable follow-up and accounts payable
• Prepare monthly reports for the CEO and work with our outside CPA on tax and year-end

HR & recruiting

• Post jobs, screen candidates, schedule interviews and coordinate offers
• Run new-hire onboarding and offboarding: paperwork, payroll setup, equipment and accounts
• Keep HR records, policies and benefits administration organized and compliant

Account planning & client onboarding

• Track accounts, renewals and pipeline in our CRM (HubSpot)
• Run new-client onboarding: contracts, kickoff scheduling, intake, access setup, welcome materials
• Help prepare account plans, proposals and quarterly client reviews

Office management

• Keep the office running: supplies, vendors, facilities and IT logistics
• Manage software subscriptions and tools, and set up access for new team members
• Plan team events and keep internal processes documented

Qualifications

• 3+ years as an executive assistant, office manager, operations coordinator or in a similar role, ideally at a startup or small business
• Hands-on experience with bookkeeping software (QuickBooks preferred)
• Comfortable with Google Workspace or Microsoft 365, a CRM, and social media scheduling tools
• Clear, professional writing, since you'll often communicate on the CEO's behalf
• Strong judgment and discretion with confidential financial, client and personnel information
• Highly organized, proactive, and able to juggle competing priorities without dropping things
• A builder's mindset: you notice a gap, write the process and make it run

Nice to have: Experience in SaaS, e-commerce or professional services; familiarity with AI tools; basic graphic design skills (Canva); HR or bookkeeping certification.

Why join

• Work directly with the CEO and see how the whole business runs
• Broad exposure across marketing, finance, people and clients, which builds real business skills quickly
• Room to grow into an Operations Manager or Chief of Staff role as we scale