We’re seeking an outsourced Operations & HR Administrative Partner to function as the COO’s—and at times the CEO’s—trusted “second brain.” This role manages vital back-office operations end-to-end, enabling leadership to stay focused on growth and strategy. You’ll provide high-touch support across HR operations, executive assistance, event/podcast coordination, and C-suite relationship management.
This position requires availability during Pacific Time Zone hours for execution, communication, and coordination.
Key Responsibilities:
1. HR Operations & Compliance
- Payroll & Contractor Payments: Administer bi-weekly/monthly payroll and contractor disbursements; reconcile discrepancies.
- Benefits Administration: Manage enrollment/renewals for health, retirement, and perks; oversee vendor relations.
- State & Federal Filings: Maintain registrations and file annual reports, taxes, and compliance forms.
- Policy & Documentation: Draft/update HR policies and handbooks; develop training programs.
- Verifications & Background: Conduct I-9 checks and coordinate screenings.
- Cap Table Management: Maintain equity records and manage via Carta.
2. Executive & Administrative Support
- Calendar & Meetings: Manage executive schedules, board sessions, and logistics.
- Appointments: Proactively organize investor/advisory calls and public engagements.
- Communications: Respond to high-priority inquiries; draft polished internal/external messaging.
- Event & Podcast Management: Coordinate logistics, guest outreach, prep, and follow-ups.
3. Relationship Management & Service
- C-Suite Partnership: Serve as the bridge between COO/CEO and key executives.
- Stakeholder Experience: Deliver white-glove service and suggest process improvements.
Must-Have Skills & Experience:
- Proficiency in payroll systems (Zoho, Gusto, Rippling, ADP), benefits platforms, HRIS/ATS, and compliance portals.
- Strong Carta expertise for cap table management.
- Advanced use of Google Workspace, Office 365, Zoom, DocuSign, Slack, ClickUp, and similar platforms.
- Exceptional organizational, communication, and relationship management abilities.
- Discretion with sensitive data.
Why You’ll Excel Here:
- You thrive in fast-paced environments and excel at creating order.
- You’re a strong communicator and trusted partner to senior leaders.
- You anticipate needs, build trust, and scale HR/ops effectively.
To Apply:
Send your resume, cover letter, and a 2–5 min video introduction (mp4 preferred) sharing relevant experience to [email protected] and cc [email protected].
Job Type: Full-time
Pay: Rs225,000.00 - Rs310,000.00 per month
Application Question(s):
- Do you have experience ensuring compliance with U.S. federal and state employment laws? (Yes / No)
- Which payroll/HR platforms have you used? (Gusto, Rippling, ADP, Zenefits, BambooHR, Workday, Carta, Other)
- Have you processed and filed I-9, W-4, and state tax forms for employees in multiple states of America? (Yes/No)
- Do you have atleast 5 years of experience processing U.S. payroll, including 401(k) deductions and employer match calculations? (Yes / No)
Education:
- Bachelor's (Required)
Experience:
- Executive-level Administrative Support to C-level Leaders: 5 years (Required)
Language:
- English (Required)
Work Location: Remote
