Executive Assistant

Forno Piombo manufactures high-performing wood-fired pizza ovens for residential and commercial clients. Since 2014, we’ve built our reputation on unmatched craftsmanship, exceptional customer service, custom-made designs, and high-performing ovens.

We’re looking for a full-time Executive Assistant to support our CEO and COO and help keep the day-to-day operations of our growing small business running smoothly. Based at our headquarters in American Canyon, California, this hands-on role combines executive support, office administration, light bookkeeping, and logistics coordination. Approximately 80% of the role will focus on essential administrative and business operations responsibilities, with the remaining time supporting special projects, including product development and other growth initiatives. You’ll initially take ownership of established processes, with opportunities to improve them and expand your responsibilities as you build trust and demonstrate your capabilities.

Responsibilities

• Support accounts receivable and accounts payable processes and review and finalize payroll in QuickBooks, working with guidance from the company’s CFO.
• Receive incoming invoices, log them into a tracking spreadsheet by due date.
• Verify freight invoices against freight quotes, cross-referencing charges for accuracy, and file disputes with carriers when discrepancies come up.
• Coordinate administrative matters related to payroll, insurance, and workers’ compensation, including updating policies, tracking renewal dates, and adding or removing drivers on the company’s auto policy.
• Support the CEO and COO by managing follow-ups, organizing priorities, and taking routine administrative and operational work off their plates.
• Keep time-sensitive work moving by tracking deadlines, following up with stakeholders, and escalating issues when needed.
• Support hiring efforts by posting open roles, screening applicants, and coordinating interview schedules with the CEO, COO, and hiring managers.
• Document safety meetings and maintain related records to support compliance.
• Maintain organized office operations by handling daily mail, ordering supplies, monitoring stock, and anticipating team needs.
• Identify practical ways to use software, automation, and AI tools to improve efficiency.
• Collaborate across teams to improve day-to-day workflows and take initiative on special projects and other administrative, customer service, or logistics-related responsibilities as business needs evolve.

Requirements

• Related experience in an executive assistant, administrative operations, office coordination, or similar broad support role; experience in a startup or fast-paced environment is a plus.
• Comfort working across multiple functions rather than within a narrowly defined scope.
• Excellent written and verbal communication skills, including the ability to interact professionally and helpfully with executives, colleagues, customers, and external vendors.
• Confidence in learning and using business software, with proficiency in Microsoft Office, Google Workspace, QuickBooks, and other administrative tools; experience with monday.com or similar workflow-management platforms is valuable.
• Practical experience using AI tools to work more effectively.
• Comfort handling basic bookkeeping, invoice tracking, payroll, and financial administration; deep accounting expertise is not required.
• A proactive, service-minded approach and a willingness to step in wherever needed.
• Tech-savvy with an ability to learn, research systems and train others. Experience with phone systems and customer support is highly desirable.
• Ability to work full-time, in-office in American Canyon, CA

Pay: $28.00 - $33.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Paid time off

Work Location: In person