What are the responsibilities and job description for the Executive Assistant & Operations Support position at SQRD Media?
About the Role
We’re seeking a sharp, high-energy Executive Assistant & Operations Support partner who brings a blend of proactive brainpower, warmth, and genuine enthusiasm to SQRD. You will serve as the operational engine and trusted right hand to our leadership team—executing with discretion, anticipating needs before they arise, and seamlessly pivoting as priorities shift in a fast-moving business.
We play hard, work smart, and value adaptability over a perfect resume. You don't need a decades-long background across every operational function to succeed here; you just need to be exceptionally organized, fiercely trustworthy with sensitive information, and excited to learn and master new challenges on the fly. If you love variety, natural ownership, and keeping leadership synced and supported, this is your stage.
Key Responsibilities
- Finance & Accounting Support
- Invoicing & Payments: Generate and send initial/recurring client invoices. Receive payments manually in QuickBooks Online (QBO) and process physical checks (including mobile deposits and print processing).
- Contractor Payouts: Collect contractor invoices, log expenses in Dropbox, and coordinate timely payouts.
- Vendor & Expense Tracking: Manage recurring operational bills (storage, legal, water delivery, print vendors) and track re-billable print expenses for client invoicing.
- HR & Onboarding
- Onboarding Logistics: Issue offer letters in Gusto, provision G-Suite accounts, manage platform access, and order required tech equipment.
- Team Recognition & Milestones: Coordinate welcome gifts, anniversary appreciation gifts, team birthday cards/gift cards, and monthly employee recognition awards.
- Feedback & Reviews: Coordinate periodic feedback surveys, prepare slide decks for review sessions, and schedule check-ins between leadership and staff.
- Operations, Logistics & Executive Support
- Executive Assistance: Provide direct administrative support to leadership—managing ad-hoc tasks, calendar scheduling, internal team check-in assignments, and rapidly taking charge of unexpected action items stemming from executive meetings.
- Client Onboarding: Process signed proposals/agreements, set up new client directory folders in Dropbox, and coordinate Slack and API onboarding steps across technical and leadership teams.
- Office & Inventory Management: Maintain office supplies/Costco orders, seasonal holiday decor, equipment inventories, physical mail pickup, and off-site storage unit assets (event gear, trade show displays, promotional materials).
- Event Planning & Execution: Coordinate monthly team lunches, golf tournaments, team-building outings, and company holiday events.
- Swag Coordination: Liaise with local print and promotional vendors to order company merchandise as needed.
Qualifications & Requirements
- Must-Haves
- Location & Availability: Local to the area to work Mondays, Wednesdays, and Fridays in our office (3–5 hours/day), with remaining hours completed remotely.
- Adaptability & Drive: High capacity to roll with rapid change, prioritize on the fly, and eagerly learn new processes or tools.
- Trust & Organization: Unwavering discretion when handling sensitive corporate and executive information, combined with top-tier organizational habits.
- Core Skills: Strong, warm communication skills and general tech-savviness.
- Nice-To-Haves
- Software Proficiency: Experience with tools like QuickBooks Online (QBO), Gusto, G-Suite, PandaDoc, Typeform, WordPress, and Dropbox is a major bonus.
- Administrative Operations: Prior experience processing invoices, managing expense sheets, or coordinating HR/onboarding logistics.
How to Apply
We care far more about your capability, mindset, and willingness to grow with us than whether you check every single box above. If you know you have the drive, organization, and adaptability to excel, show us.
- Prove you can read and follow instructions by emailing Gabriel directly at gabriel@sqrdmedia.com with your resume and a quick note explaining why you’re the right fit for SQRD.