Operations and Executive Assistant

Summary

Join SnapMagic, a company revolutionizing the electronics industry, as their Operations and Executive Assistant. You will work closely with the leadership team, managing day-to-day operations, supporting finance workflows, and driving internal coordination. Responsibilities include calendar and inbox management, assisting with payroll and invoicing, organizing files, planning team events, and supporting recruiting. This role requires strong organizational skills, financial literacy, and the ability to thrive in a fast-paced environment. The ideal candidate is highly organized, detail-oriented, and proactive, with experience in operations, executive assistance, or finance support. SnapMagic offers a remote work environment and opportunities for professional development and career growth.

Requirements

• 2+ years of experience in operations, executive assistance, or finance support roles
• Excellent with task management systems (e.g., Trello, Linear, Asana) and calendar tools (Google Calendar, Calendly)
• Financially literate: proficient in spreadsheets and comfortable with tools like QuickBooks, Stripe, Brex, or Gusto
• Extremely organized with exceptional scheduling and time management skills
• Clear, professional communicator (written and verbal; C1 English level or higher)
• Calm under pressure and responsive in fast-paced, high-stakes environments
• Comfortable triaging inboxes, managing multiple stakeholders, and coordinating across functions
• Bias to action with a self-starter mentality — you bring solutions, not problems
• Deeply aligned with SnapMagic's values: ownership, excellence, clarity, and empathy
• 2–3 years of experience in finance operations, administrative support, or executive assistance
• Strong proficiency with spreadsheets (Excel or Google Sheets)
• Comfortable with tools like QuickBooks, Stripe, Gusto, and expense tracking platforms — or quick to learn them
• Excellent written communication: clear, concise, and professional
• Proactive and highly self-directed — you anticipate needs and take initiative
• Experience in a fast-paced or startup environment
• Constant learner with a knack for spotting and implementing process improvements

Responsibilities

• Manage and maintain executive and team calendars across multiple time zones
• Triage leadership inboxes and ensure timely follow-up
• Support day-to-day administrative tasks, including document organization, internal coordination, domestic and international travel (itineraries, flights, hotels, logistics)
• Help source candidates and manage recruiting admin (e.g., scheduling, follow-ups)
• Prepare customer quotes and invoices as needed
• Manage catered lunches, restock office supplies, and ensure overall cleanliness
• Process incoming mail and maintain organized office systems
• Own incoming calls and support to the company line and ensure prompt routing or resolution
• Own the Operations inboxes, including AR/AP-related inquiries
• Manage payroll, contractor payments, commissions, and vendor invoices
• Track expenses and ensure compliance with tools like Brex or Gusto
• Maintain and reconcile the Aging Report
• Prepare monthly and quarterly reports on budgets, expenses, and financial health

Benefits

• Competitive compensation
• Fully Remote – This particular role is fully remote
• Make your mark – Play a key role in revolutionizing the $1.3T electronics industry by building tools engineers rely on every day
• Real ownership – We empower you to drive decisions, lead initiatives, and see the impact of your work firsthand
• Tight-knit team – Join a high-trust, low-ego group of passionate builders who care deeply about the mission and each other
• Collaborative environment – We value transparency, shared context, and fast iteration across functions
• Meaningful relationships – Many teammates form lifelong friendships along the way
• Career Growth: This role is an ideal springboard into business operations, Chief of Staff, or BizOps leadership roles. You’ll gain firsthand experience in how a company runs — building the judgment, systems thinking, and operational muscle needed to scale a business or one day lead your own
• Learn from leadership : Learn directly from the CEO and leadership team, gaining exposure to every part of the business
• Accelerated learning – Work cross-functionally, wear multiple hats, and grow faster than in traditional roles
• Feedback & mentorship – Stretch projects, direct feedback, and coaching from experienced leaders
• Mastery-focused – We encourage curiosity, skill-building, and deep domain expertise