As our outsourced Administrative Business Partner in Operations & HR, you will act as the COO’s—and occasionally the CEO’s—"second brain," managing critical back-office functions end-to-end so leadership can focus on strategy and growth. You will deliver white-glove service in HR operations, executive support, event and podcast management, and C-suite relationship management.
You must be available in the Pacific Time Zone for implementation, communication, and coordination.
Key Responsibilities:
1. HR Operations & Compliance:
Payroll & Contractor Payments:
* Process bi-weekly/monthly payroll and contractor disbursements.
* Reconcile payroll runs and resolve discrepancies.
Benefits Administration:
* Manage health, retirement, and perks enrollment and renewals.
* Oversee vendor relationships (insurance brokers, 401k providers).
State & Federal Filings:
* Maintain registrations with state/local agencies.
* File annual reports, tax forms, and other compliance documents.
Policy & Documentation:
* Draft and update the Employee Handbook and HR policies.
* Design and roll out training programs (onboarding, compliance, culture).
Verifications & Background:
* Complete I-9 and employment eligibility checks.
* Coordinate background screenings where required.
Cap Table Management:
* Maintain equity records and manage exercises via Carta.
2. Executive & Administrative Support:
Calendar & Meeting Management:
* Own executive calendars: schedule internal/external meetings, stakeholder calls, board sessions.
* Coordinate logistics (Zoom links, room bookings, materials).
Appointment & Meeting Setting:
* Proactively arrange investor calls, advisory board sessions, strategic offsites, and public appearances.
Communication Twin:
* Field high-priority email and phone inquiries on behalf of the COO/CEO.
* Deliver polished, timely communications to internal and external stakeholders.
Event & Podcast Management:
* Coordinate all logistics for company events, webinars, and podcast bookings.
* Manage guest outreach, prep decks, scheduling, and post-production follow-up.
3. Relationship Management & Customer Service:
C-Suite Partnership:
* Serve as liaison between the COO/CEO and other executives, board members, and investors.
* Anticipate leadership needs; surface issues and opportunities early.
Stakeholder Experience:
* Deliver white-glove service to internal “customers” (founders, VP-level, key partners).
* Advocate for process improvements that elevate the leadership experience.
Must-Have Skills & Experience:
HR Systems & Tools:
* Payroll platforms (Zoho Payroll, Gusto, Rippling, ADP).
* Benefits administration tools (Zenefits, Workday).
* HRIS & ATS (BambooHR, Greenhouse).
* State/federal compliance portals and reporting systems.
Cap Table & Equity:
* Expertise using Carta for cap table management and equity tracking.
Executive Support Technologies:
* Calendar & scheduling (Google Workspace, Office 365, Calendly).
* Video conferencing (Zoom, Microsoft Teams).
* Document management & e-signatures (DocuSign, Dropbox Paper).
General Fluency:
* Zoho Suite, Google Suite, Slack, ClickUp, and similar productivity platforms.
Core Competencies:
* Exceptional calendar and meeting-setting skills.
* Strong customer service orientation with polished communications.
* Proven relationship management partnering with C-level leaders.
* Initiative-driven: own problems and see them through to resolution.
* High discretion: handle sensitive information with utmost confidentiality.
Why You'll Succeed Here:
* You thrive in fast-paced, ambiguous environments and bring order through process.
* You’re a natural communicator—both written and verbal—and love building trust.
* You relish being the “right hand” to senior leaders, anticipating needs before they arise.
* You have a track record of scaling HR and operations functions from the ground up.
* Ready to become our outsourced Administrative Business Partner and unlock executive bandwidth? Let’s talk!
