Business Operations Specialist
2 days ago
We are seeking a highly skilled and proactive professional to support our Founder in managing daily operations, administrative responsibilities, and marketing.
Key Responsibilities:- Administrative Support:
- Expertly manage and triage the Founder's inbox, categorizing, routing, and escalating issues as necessary.
- Optimize calendar management, including scheduling meetings, resolving conflicts, and sending invitations.
- Maintain and update databases (press lists, vendor lists, etc.).
- Oversee computer and equipment maintenance, management, and procurement.
- Manage office supplies and coordinate maintenance.
- Arrange travel, accommodations, itineraries, and related correspondence.
- Create and execute detailed expense reports for business trips.
- Client & Business Development Support:
- Triage and respond to inbound inquiries from potential clients.
- Maintain the CRM and ensure accurate daily updates.
- Assist in organizing and participating in business development activities.
- Send welcome packages to new clients.
- Communications & Marketing Support:
- Support in updating website and social content created by the team.
- Manage and assist online entries for awards.
- Reach out to journalists and send press releases.
- Research contacts for journalists, events, and other outlets in the best interests of the organization.
- Support founders in press or event initiatives as required.
- Assist the Founder in managing the content calendar for social media.
- Help coordinate and execute in-house projects such as holiday gifts and events.
- Research speaking engagements for the founders.
- Research opportunities for new business, including contact information for potential partners.
- HR & Finance Support:
- Maintain the payroll system, including onboarding/offboarding employees, updating salaries, and managing group insurance plans.
- Draft contracts for employees and freelancers.
- Manage sick leave protocols and communications.
- Support recruitment processes, including triaging candidate applications.
- Coordinate employee onboarding and offboarding (account setup, welcome packages, etc.).
- Process and manage accounts payable and receivable.
- Perform weekly bookkeeping reconciliations.
- 4+ years of experience in executive assistance, communications, or marketing.
- Must be able to work on Eastern Standard Time (EST).
- Proven ability to communicate effectively and build relationships.
- Strong organizational and time-management skills.
- Highly motivated, resourceful, and a go-getter mentality.
- Proficient in Google Workspace (Google Sheets, Google Docs, Gmail), Excel, and Microsoft Word.
- Experience with CRM software and sales tools is a plus.
- Comfortable working flexible hours when needed.
- Two weeks of paid time off.
- Training and development programs.
- Work from home.
- Seniority level: Associate.
- Employment type: Full-time.
- Job function: Marketing.
- Industries: IT Services and IT Consulting.
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