Finance & Operations Support – Freelance
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Job Description
Executive Assistant supporting a Silicon Valley robotics company’s C-level executive. Managing phones, calendars, inboxes, accounting, vendors, and operations remotely.
Responsibilities:
- Answer the company’s main Dialpad line and determine the purpose of each call
- Screen, qualify, and route inquiries to internet sales, showroom sales, rentals, events and marketing, shipping, and after-sales support
- Learn the company’s product and service lines to direct callers accurately and provide basic information
- Manage the executive’s calendar, prioritize requests, resolve conflicts, and preserve meeting buffers
- Confirm meetings, send reminders, and ensure the executive is prepared for commitments
- Review the inbox, flag time-sensitive items, track pending responses, and prepare email drafts
- Coordinate business and personal appointments, reservations, travel arrangements, and itineraries
- Support invoicing, accounts payable and receivable follow-up, expense tracking, and reconciliations
- Prepare financial records, expense reports, and routine financial summaries
- Assist with budgeting, vendor payments, purchase orders, and coordination with external accountants or bookkeepers
- Handle sensitive financial and business information with discretion
- Track vendors, shipments, orders, and internal processes; flag bottlenecks
- Document and improve operational workflows
- Keep records accurate and audit-ready
- Coordinate employee birthday reminders, food deliveries, remote greetings, and other approved team activities
- Prepare quotes, correspondence, reports, presentations, agendas, and other requested documents
- Maintain organized digital files and frequently used documents and templates
Requirements:
- Proven Executive Assistant experience in a high-ownership role, including calendar and inbox management, handling confidential information, and working directly with a C-level executive
- Hands-on accounting or finance experience, including invoicing, accounts payable/receivable, bookkeeping, expense management, reconciliations, or financial reporting support
- Experience in business or operations support, including vendor management, process coordination, and order or shipment tracking
- Strong spoken and written English
- Confident, professional phone presence and customer-facing or phone-support experience
- Sound judgment when screening and routing inquiries
- Proficiency with Google Workspace, especially Google Sheets for financial work
- Experience with executive calendar, inbox, meeting, and travel coordination
- Experience with phone and call-routing systems such as Dialpad or similar
- Experience with vendor, order, and shipment tracking
- Experience preparing quotes, reports, presentations, and agendas
- Experience with workflow documentation and record keeping
- Discretion and integrity with confidential financial and business information
- Proactive working style with judgment to solve routine problems independently and escalate appropriately
- Excellent organization, follow-through, and attention to detail
- Ability to manage competing priorities calmly
- Flexibility in a fast-paced startup environment
- Quick learning, especially of robotics and AI product lines
- Computer with at least 8GB RAM and Intel i5 or AMD Ryzen 5 processor or higher
- Internet speed of at least 40MBPS
- Headset with extended noise-cancelling microphone and webcam
- Back-up computer and internet connection
- Quiet, dedicated workspace at home
- Reliable internet connection
- Own computer with Intel Core i5 or similar or higher operating system
- 40 hours per week, Monday to Friday, 9 AM to 6 PM PST
Benefits:
- No benefits package included
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