Provide calendar support for the CEO and other C level executives when requested; proactively flag conflicts and surface scheduling priorities based on business objectives.
Support ad hoc travel logistics as needed; primary travel arrangements are managed independently by executives.
Serve as a cross-functional connector across departments, routing inquiries, tracking open items, and ensuring requests reach the right owner without creating bottlenecks.
Draft, edit, and format executive communications, presentations, and meeting agendas, send out meeting minutes and own follow ups.
Support board of directors and board committee meetings with scheduling, agenda, presentations and keeping the corporate record book.
Organize and lead leadership meetings by developing and driving the meeting agendas, capturing accurate minutes and track action items to completion.
Support C-level communications, including messaging and deliverables such as slide decks, emails, and other communication across various channels.
Support People & Culture Director, and hiring managers with all administrative aspects of the employee onboarding process flow including: managing end-to-end interview logistics for active roles including multi-stage scheduling, candidate communication, and ATS maintenance.
Coordinate pre-employment requirements for new hires including background checks, reference checks, and credentialing documentation.
Support the offboarding process including exit interview scheduling, coordination with IT to ensure timely deactivation of all system access, and assist managers with coordinating knowledge transfer process.
Maintain accurate and highly confidential employee files, including, but not limited to updating the HRIS system, benefits administration, and employee documents as needed.
Administer the company's Ramp expense management platform, including corporate card management, expense coding and categorization, monthly spend reporting by department and individual, new user onboarding, and audit support for Finance.
Maintain and update the company organizational chart on a recurring basis, reflecting all structural changes including new hires, departures, role changes, and reporting line updates; support the HR Director with people-related data analytics including headcount reporting, attrition tracking, tenure analysis, and compensation summaries to inform leadership and board-level business decisions.
Assist with the preparation of HR correspondence and people-related documentation: including offer letters, employment verification, and compensation letters; maintain and update a standardized template library to ensure consistency and document control across all HR communication.
Serve as the primary on-site operations lead for the Dallas office, with ownership of workspace functionality, vendor relationships, and office project delivery.
Oversee daily office operations to ensure a safe, welcoming, and highly functional workspace for all employees and visitors.
Manage relationships with building management, cleaning staff, IT support, and other facility vendors.
Monitor and procure office supplies, kitchen inventory, and hardware within the established monthly budget.
Support company culture initiatives by coordinating logistics for team offsites and events; own venue research, vendor management, and budget tracking.
Act as a backup to logistics team to assist with incoming and outgoing shipments, courier relationships, and office visitor logistics.
Manage and maintain corporate records and files.
Assist CFO with legal contract development, routing and record keeping.
Prepare monthly operation reports for Executive team review.
Manage investor lists, communications and outreach.
Requirements
Minimum 5 years of experience in business operations, office management, or a hybrid operations/HR role; experience in a startup or high-growth company preferred
Bachelor’s degree, associate’s degree, or post-secondary education in business administration or related areas, or a combination of education and experience.
Tech savvy and proficient in MS Office, Google Suite, AI tools (Gemini, Claude), BambooHR, TriNet, and expense management systems (Ramp); experience with DocuSign and HubSpot is a strong asset.
Strong verbal and written communication skills, and exceptional interpersonal skills.
Handles situations with a high degree of discretion and confidentiality.
High attention to detail, effective follow-through, and good problem-solving abilities.
Ability to manage time effectively across multiple time zones and countries (United States & Canada)