Executive Operations & Finance Coordinator

About the role

This hybrid role is the operational engine of the business. You aren't just answering phones—you are balancing the books, managing the physical workspace, and keeping the leadership team focused by removing administrative friction. This position requires a highly trusted multitasker who can switch from reconciling vendor invoices to booking international flights without missing a beat.

Key responsibilities

• Manage Accounts Payable and Receivable (AP/AR), generate client invoices, process staff expense claims, and assist with basic bookkeeping and month-end reporting
• Act as the gatekeeper for the Managing Director/Executive team
• Manage complex calendars, arrange domestic and international travel itineraries, and handle highly confidential communications
• Oversee daily office operations, negotiate with facilities vendors (IT, maintenance, cleaning), manage inventory and supplies, and ensure a welcoming environment for staff and visiting clients
• Organize internal meetings, prepare board materials, take actionable minutes, and plan corporate events or team offsites

About you

• Hands-on experience with basic accounting principles, invoicing, and tracking budgets
• Accuracy with numbers is second nature to you
• Thrive in a dynamic, fast-paced environment where priorities shift daily
• Know how to triage urgent requests
• Possess high emotional intelligence and can be entirely trusted with sensitive company financials and personnel data
• Highly proficient in Microsoft Office/Google Workspace, with the ability to quickly learn new operational platforms