Job Summary
The Operations Associate will handle a wide range of administrative tasks, from scheduling and organizing meetings to administering interviews, handling billing and payments, and supporting our team in multiple areas. This role requires a strong sense of initiative, attention to detail, and the ability to prioritize effectively in a fast-paced environment.
Key Responsibilities
- Calendar & Scheduling : Manage calendars for key team members, coordinate meetings, and handle travel arrangements.
- Interview Administration : Schedule interviews, communicate with candidates, and ensure a smooth interview process by coordinating with hiring managers.
- Billing & Payments : Prepare and manage billing, process invoices, track payments, and assist with payment-related tasks as needed.
- Document Preparation : Draft, format, and proofread documents, presentations, and reports.
- Customer & Client Communication : Respond to general inquiries, assist with customer service issues, and communicate with clients and vendors as needed.
- Cross-Functional Support : Assist in various projects across departments, adapting to a range of needs in a growing company.
Requirements
- Experience : Previous experience working in a startup or small business in administration, office management, recruiting, billing, sales, marketing, communications, or a related role.
- Education : High school diploma required; Associate’s or Bachelor’s degree preferred.
- Skills : Strong organizational abilities with attention to detail; proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with Google Workspace; excellent communication and interpersonal skills; ability to multitask and prioritize in a fast-paced environment; comfortable working independently and as part of a team; and basic accounting skills or experience with billing and invoicing preferred.
Preferred Qualifications
- Familiarity with scheduling tools (e.g., Calendly) and project management software (e.g., Smartsheets)
- Experience handling billing, payments, or basic accounting tasks
- Experience in recruitment coordination or administering interviews