Executive Assistant & Office Operations Support

Role:  Executive Assistant & Office Operations Support

Company:  SafetySpect, Inc.

Location:  In-office, Sherman Oaks, CA

Scope of Services

The Contractor will provide executive, financial, and people-operations support to SafetySpect leadership. This role is critical to ensuring smooth day-to-day operations across administration, bookkeeping, and HR functions in a fast-paced startup environment.

Administrative & Executive Support

• Provide direct administrative support to executive leadership, including scheduling, correspondence, and coordination
• Organize, maintain, and manage company records, contracts, and documentation
• Manage physical and digital filing systems
• Assist with preparation of internal reports, presentations, and operational documents

Bookkeeping & Accounting Support

• Work with external bookkeeping provider to support accounting activities including invoicing, expense tracking, and financial documentation
• Maintain organized financial records and supporting documentation
• Assist with accounts payable/receivable tracking
• Coordinate with external accounting, payroll, and finance partners
• Support month-end and quarter-end close processes as needed

HR & People Operations Support

• Assist with employee and contractor onboarding and offboarding documentation
• Maintain personnel records and HR files
• Support compliance with HR, payroll, and employment documentation requirements
• Assist with benefits administration coordination and internal HR processes

Sales & Operations Support (As Needed)

• Assist with sales documentation, customer records, and internal tracking
• Support shipping, logistics, inventory coordination, and order tracking
• Maintain accurate records for orders, deliveries, and related paperwork

General Office & Business Operations

• Coordinate vendors and manage basic office needs
• Support compliance, reporting, and internal process improvement efforts
• Provide ad hoc operational and administrative support as required in a growing organization

Qualifications

• Degree in Business Administration, Accounting, Finance, Human Resources, or a related field (required)
• Prior experience in executive assistance, office management, or operations support
• Demonstrated experience or strong familiarity with bookkeeping and accounting processes
• Experience supporting HR or people operations functions
• Experience with ADP, Quickbooks, or other accounting/HR software a plus
• Strong organizational, communication, and time-management skills
• Ability to handle sensitive and confidential information with discretion
• Comfortable working in a dynamic startup environment with evolving responsibilities