Bay Area Company is seeking a full-time Executive Assistant & General Administrator to become an integral part of the team. In this position, you will perform various tasks, general accounting support, provide strong and insightful analytical support and develop and maintain ongoing projections for the company working integrally with the Head of Operations. In addition, this role provides direct support to the CEO and other members of the leadership team, as well as provides support to all team members with Human Resources and other operational needs. Responsibilities include being integral to daily operations, including scheduling meetings, coordinating company-wide events, managing travel arrangements and responding to general inquiries from internal and external parties. The company is headquartered in Ithaca, NY. This position will be based in California.
Responsibilities:
● Provide direct support to CEO and other members of the leadership team
● Maintain books and records in Quickbooks including company records and files in a well-organized and easily accessible manner
● Support month end closing process and BOD meeting financial statement preparation.
● Provide support in preparing an annual budget and updated projections minimally on a quarterly basis
● Development and maintenance of company policies procedures and records, with an emphasis on company internal controls and IT security working closely with Head of Operations and Head of Engineering, ensuring that policies and procedures are kept up to date, required training is taking place, etc.
● Support routine reporting requirements and invoicing for customers, grants and other obligations
● Supervise procurement, approval and payment of invoices, including company equipment
● Support risk management, including banking and corporate insurance needs
● Statutory and income tax support, including routine filings, registrations and returns
● Support HR needs and coordination, including the on boarding process of new employees and offboarding of terminated employees. Support immigration needs as required
● Assist preparation for company remote and in-person events, as well as identify and facilitate ongoing opportunities for employee engagement and promotion of a strong company culture
● Arrange travel for team for company events, conferences and customer meetings
● Facilitate all facility needs (3 locations in US) including lease negotiations, on-site needs and special program reporting
● Provide general support and assistance to support efficient and effective operations, where needed
● Other projects as defined by members of leadership team
Qualifications:
● Bachelor’s degree in a relevant field (Accounting, Business or a related discipline)
● Minimum 3 – 5 years relevant professional experience
● Strong accounting background and skills, including experience with Quickbooks
● Ability to work with limited supervision in a team-oriented environment
● Ability to interact effectively with customers, vendors and employees
● Excellent verbal and written communication skills
● Analytical and attention to detail
● Disciplined approach to daily activity planning
● Energetic and self-starter
● Experience with Microsoft Office, HubSpot CRM and LinkedIn a plus
Compensation: Competitive salary Depends on Experience (DOE), Health, Dental and Vision Insurance, 401K with match, Flexible Paid Time Off (PTO), Long Term and Short Term Disability, Life Insurance.
We are an equal opportunity employer. All applicants will be considered for employment regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.
Job Type: Full-time
Pay: $64,000.00 - $68,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Ability to commute/relocate:
- San Francisco Bay Area, CA: Reliably commute or planning to relocate before starting work (Required)
Experience:
- Microsoft Excel: 3 years (Preferred)
- Microsoft Powerpoint: 3 years (Preferred)
Work Location: In person