We're a small US-based technology consulting company looking for an organized, dependable executive assistant / operations administrator to keep our back office running smoothly. This is an ongoing, part-time, fully remote role (roughly 8–12 hours per week) working directly with ownership and alongside our bookkeeper. Trust, discretion with confidential employee and financial information, and strong follow-through are essential.
What you'll do:
- Administer employee benefits (health, dental, life/LTD/AD&D, COBRA, HRA/HSA, 401(k)): coordinate renewals and open enrollment, handle new-hire and leaver enrollments, and be our point of contact with brokers and providers
- Manage business insurance (workers' comp, E&O and other policies): track renewals and payment due dates, gather information for policy audits, and issue certificates of insurance to clients
- Keep our compliance calendar: track filing and renewal deadlines, maintain sales/use-tax exemption certificates and vendor W-9s, and log and route state and agency notices to the right person
- Support HR and onboarding: prepare offer letters from our templates, collect new-hire paperwork, set new starters up with providers, and keep employee files organized
- Support accounts payable: collect vendor and subcontractor invoices, enter bills in Bill.com for approval, and follow up with vendors on missing or past-due items
- Support accounts receivable: send customer invoices, keep recurring monthly billing on schedule, and send polite follow-ups on overdue payments
- Check subcontractor invoices against the hours tracked in Ruddr and flag any discrepancies
- Collect payroll inputs each cycle (hours, changes, new hires) and pass them to our bookkeeper
- Flag suspicious invoices, payment requests or bank-detail changes before anything is acted on
- Send ownership a short weekly open-items report
What this role is not: you won't run payroll, keep the books in QuickBooks Online or prepare tax filings. Our bookkeeper owns those, and you'll work closely with them.
Required:
- 3+ years as an executive assistant, office manager or operations administrator for a US small business
- Hands-on experience with US employee benefits and business-insurance administration
- Comfortable with Bill.com (or a similar AP tool) and with sending and following up on invoices
- Excellent organization, attention to detail and clear written communication
- Discretion with confidential employee and financial data
- Based in the US and available during US Eastern business hours
Nice to have:
- Experience with Ruddr or a similar time-and-billing tool
- Experience with ADP, QuickBooks Online and Microsoft 365
- Experience supporting a consulting, professional-services or MSP business
To apply:
Please briefly describe your experience with benefits and insurance administration, the tools you've used (Bill.com, ADP, QuickBooks Online, Microsoft 365), and your weekly availability.
