Executive Administrative Assistant & Ops

Job description

We’re looking for a proactive and detail-oriented Executive Admin & Ops professional to join our team and support our leadership, people operations, and recruiting efforts. This is a newly added role designed to support our EA team of three.

In this role, you’ll play a key part in identifying top talent, coordinating hiring processes, and supporting onboarding activities as needed. Beyond recruiting, you’ll help manage a variety of operational and administrative functions, including payroll support, onboarding coordination, document management and filing, office management, supply and inventory stocking, vendor coordination, facilities support, and front-desk reception responsibilities. You’ll also provide executive support to leadership team members, including calendar coordination, travel arrangements, meeting logistics, and special projects as needed. If you thrive in a fast-paced environment, enjoy wearing multiple hats, love connecting with people, and take pride in keeping teams organized and running efficiently, we’d love to meet you!

Responsibilities

• Work under the guidance of the Lead EA & Recruiter to support recruiting, executive operations, and people-related initiatives across the organization.
• Support the end-to-end hiring process, including sourcing, screening, interview coordination, candidate communication, offer administration, and onboarding logistics as needed.
• Provide executive support to leadership team members, including calendar management, meeting coordination, travel arrangements, ordering coffee and lunch/dinner, and supporting special projects as needed.
• Assist with office operations, including maintaining office supplies and inventory, coordinating vendors, supporting facilities needs, organizing events and team dinners, and ensuring a well-organized workplace environment.
• Support payroll administration, employee documentation, mail handling, filing, and other personnel operations processes.
• Serve as a welcoming first point of contact for visitors, guests, and incoming communications.
• Prioritize and manage competing demands while maintaining exceptional attention to detail and responsiveness.

Qualifications

• Bachelor’s degree required.
• Exceptional attention to detail.
• Ability to take ownership and work independently with minimal supervision after training.
• Ability to effectively execute tasks based on provided instructions.
• Proactively identifies gaps in support and seeks opportunities to help.
• Highly responsive via SMS and email.
• Comfortable operating in a high-growth startup environment where business needs and priorities may extend beyond a traditional 9–5 schedule.