Job Overview:

Our client is a rapidly growing Finnish-inspired resale marketplace where sellers rent curated booths and sell their own secondhand items. With multiple corporate stores and systems built to scale into additional markets, our client is seeking a highly organized, proactive, and detail-oriented Operations & Executive Assistant. In this role, you will manage recurring processes, keep things from falling through the cracks, communicate professionally with sellers and employees, and help leadership spend less time on repetitive administrative work.

Schedule: Monday to Friday, 9:00 AM to 5:00 PM MST; Full-time role

Responsibilities:

Seller Operations:

• Process weekly seller payouts.
• Monitor and resolve failed payouts.
• Communicate with sellers regarding payment issues.
• Maintain payout and Venmo records.
• Send routine seller communications.
• Send booth booking, start, end, and pickup reminders.
• Maintain seller records and follow up on unresolved issues.

Store Operations:

• Update daily discounts for corporate stores.
• Verify recurring store promotions and updates.
• Collect weekly information from store managers.
• Track maintenance, supply, staffing, and other store issues.
• Follow up on incomplete items.
• Prepare simple weekly operations reports.

Financial & Administrative Support:

• Prepare and organize Square and Preloved reports.
• Maintain payout reconciliation records.
• Organize financial and administrative documentation.
• Assist with payroll preparation and, after appropriate training, payroll processing.
• Identify and flag unusual discrepancies.

Customer & Employee Administration:

• Respond to routine customer and seller questions.
• Schedule interviews and meetings.
• Assist with employee onboarding.
• Track employee administrative documentation.
• Assist with PTO and scheduling administration.

Executive & Project Support:

• Schedule and coordinate meetings.
• Maintain action-item and project trackers.
• Follow up on overdue items.
• Track important deadlines and recurring obligations.
• Help make sure projects keep moving forward.

Requirements:

• Exceptionally organized with strong attention to detail.
• Excellent written English and professional communication skills.
• Reliable, consistent, and able to work independently with excellent follow-through.
• Comfortable with spreadsheets and web-based software; learns new software quickly.
• Ability to handle confidential information responsibly.
• Strong problem-solving skills with the ability to know when to solve issues independently versus when to ask for help.
• Proactive mindset with a natural drive to take ownership and improve inefficient processes.

Preferred Qualifications:

• Previous experience in executive assistance, operations, virtual assistance, office management, small-business administration, customer service, payroll/financial administration, e-commerce, or project coordination.
• Experience with Google Workspace, spreadsheets, Square, payroll systems, or similar software.

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note:

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.