Experienced Operations Assistant with Financial background

The Role:
The role of the Operations Assistant is to ensure the smooth back-end operations at OWN IT. This individual will report directly to the Operations Manager and is responsible for managing many of the day-to-day tasks.

Currently, we are seeking a VA with the skill set to manage, develop and fulfill:
- Finance including Quickbooks payments, managing invoicing files, handling failed payments and disputes;
- Human Resources: Set up and management of ADP, processing payroll, delivering contracts, NDAs, and tax forms such as
W9s and W8BENS;
- Stages: Gather information to draft contracts, utilize PandaDoc to send contracts, manage the reimbursement process, etc.;
- Executive tasks: Manage the Founder’s Calendar, Travel, and Inbox.
- CRM Management: Top of Funnel Audit (from Hubspot);
- Inbox Management: CEO, Founder, Own It email ;
- Collaboration: attend weekly meetings with the Operations Team and provide updates on pending tasks and issues;
- Additional operational tasks as required;
- Further Support to the Operations Manager and COO.

Role Requirements:
OWN IT is seeking candidates with the following experience or skills:
- Proficiency with CRMs such as HubSpot, Practice Better, etc.
- Proficiency with financial databases such as Quickbooks, ADP, Stripe, etc.
- Excellent command of the English language;
- High organizational skills and attention to detail in record keeping & communication;
- Proficiency in invoice and financial management including bookkeeping;
- Experience in Human Resources and employee management;
- Proficiency with technology & project management software such as Slack, Asana, Notion, etc.
- Proficiency in web research using search engines such as Google or Safari;
- Expertise in G-Suite applications such as Gmail, Calendar, Google Docs, Sheets & Slides
- Solution-oriented with creative problem-solving skills;
- Access to reliable internet connection, computer and webcam for Zoom meetings;
- Self-motivated and proactive in daily tasks and projects;
- Passion to be a part of building something innovative and mission-driven, actively providing feedback and insights to support
the continued evolution of the OWN IT program over time;
- Adaptable to change within a start-up company;
- Willingness to adhere to OWN IT Coaching guidelines, values, protocols and procedures.

Role Expectations:
The Operations Assistant will be full-time contracted employment.

The expectations of the role include:
- Work 9 am - 6 pm EST time zone, Monday-Friday.
- There may be a few rare exceptions to support outside working hours due to urgent travel needs or delays (this is very rare!)
- We are extremely respectful of our team's personal lives.
- We have a flexible PTO policy based on manager approval, which will take effect after a 4-month probation period.
- Local holidays are open to PTO approval.
- Work directly with and receive mentorship from the Operations Manager.
- Attend pre-scheduled team meetings with the direct supervisor, the operations team and All-Hands meetings.
- Attend additional meetings as required.
- Desire to adapt and grow with a start-up company
- Complete the operations training program (appx. 2 weeks).


Application Requirements:
Send your CV to Upgrade to see actual info
Include your favorite ice cream flavor in the subject line.
Please also record a video NO LONGER than 2 minutes explaining why you would be a good fit for this role.
- In the body of the email please answer the following questions:
- What excites you about the OWN IT community?
- What was something that surprised you last week?
- What was something that made you smile last week?
- What is your proudest achievement in your current position?
- What hourly wage range are you looking for?