Invoice Home is looking for an Administrative Assistant that can handle the day-to-day functions of the Austin office. The ideal candidate will provide high-level administrative support in a high pressure environment coordinating both professional and personal capacities of the CEO and CTO of the company. The person in this position is computer savvy, flexible, detail-oriented and a self-starter. This is a multi-faceted position requiring the person to manage multiple projects or requests throughout the day. You will work alongside another executive assistant and will report directly to the CEO and CTO.
The ideal candidate will stay up to date with what’s going on across teams internally, while externally keeping a pulse on what Invoice Home’s global users care about and ways to enhance the office.
Duties and Responsibilities
- Coordinate with the current admin to oversee all office activities and ongoing projects.
- Promptly respond to and resolve administrative requests or issues.
- Manage all forms of correspondence, i.e. emails, letters, packages, calls.
- Handle scheduling, meeting preparation, tracking deliverables, and assist with various projects.
- Manage inventory, ordering, and distribution of office supplies and snacks.
- Act as an official representative of the company to resolve any issues that require effective and timely communication (external and internal).
- Coordinate travel arrangements for the CEO and CTO and be on call for all travel needs.
- Run errands for the CEO, CTO, and company - both professional and personal.
- Accounting: uploading receipts and paying relevant expenses.
- HR: Assist in the onboarding process for new hires.
- Weekly use of the company's internal project management software.
Qualifications
- A proactive work style with strong critical thinking skills: individuals who are confident/honest enough to say, “I don’t know, BUT I’ll find out!”
- The ability to handle multiple tasks in a fast-paced environment while still providing quality work.
- Exceptional organizational skills, attention to detail, and the ability to ensure confidentiality as needed.
- Excellent written and verbal communication skills, with the ability to build strong internal and external relationships.
- Proficient in Microsoft Office and Google Suite.
- Has a curious mind and enjoys learning for personal/professional development with little direction.
Preferred qualifications
- Bachelor’s degree in Business Administration or related field preferred.
- Prior experience in office management, Admin., Executive Personal Assistant
- Prior work experience in legal or accounting experience.
Benefits
- Position is fully in-office 9am-5pm with a 1 hour lunch break (with the possibility of a more flexible schedule).
- Mileage compensation
- Competitive compensation based on experience with quarterly reviews.
- Vacation and sick days (25 total).
- Company laptop, phone, and any necessary learning materials.
- Newly renovated and modern Space in downtown Austin.
- Paid parking or transportation downtown.
- 50% of insurance covered by the company with over 20 plans to choose from.
- 401k with up to a 5% employer contribution.
- The excitement of a startup with the stability of an established business.
What We Do
Invoice Home is a billing and invoicing service for small businesses and freelancers seeking to grow their business or start a new one! We offer simplistic services and tools with over 100 customizable templates, where you can add your business logo and signature. We offer a desktop version for behind your screens while at home or in your office but we also offer the app version for where ever you may find time to invoice your clients. We are proud to actively listen to our loyal customers and dedicated team. Over the past few years we have added a number of the top user-requested functionalities to help our users continually grow their businesses.
Why Work With Us
With over a decade of experience, we still maintain a small business essence with the vibrant spirit of a startup. We’re a community that fosters a positive, competitive atmosphere, while embracing creativity and the potential for setbacks. Our goal is to give employee’s the opportunity to flourish within their career and lifelong learning.
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Invoice Home Offices
OnSite Workspace
We foster a culture of collaboration and teamwork while encouraging autonomy through our flat working structure. Our team operates daily from our HQ in downtown Austin, where we provide one hour lunches, a dog friendly space, and paid parking.