Finance & Operations Admin

Finance & Operations Admin

Full-Time · Remote · PST Timezone · Reports to: Founder / CEO

ABOUT THE ROLE

We are looking for a Finance and Executive Assistant to be the operational and financial backbone across our agency and ventures. This role combines bookkeeping and financial management with hands-on admin support. You will own our books, control spend, keep files and systems organized, and support the founder and team with hiring, proposals, and day-to-day operations.

FINANCIAL

• Own Xero. Keep books clean, reconciled, and audit-ready at all times.

• Handle all transaction coding, accounts payable and receivable, and year-end prep with our external accountant.

• Build and maintain financial tracking sheets for each venture covering revenue, expenses, forecasting, and cash flow.

• Own a master tools and software expense tracker. Know what we pay for, flag renewals, and cut what we do not need.

• Build financial reports tailored to each client or venture type.

• Track project budgets across ventures and partners. Flag overruns early and be the source of truth on spend.

• Own all billing communications. Send invoices, follow up on outstanding payments, and manage contractor payment schedules and renewals.

• Build the process for all accounting needs going forward.

ADMIN SUPPORT

• Own the filing system across Google Drive. Everything has a place and stays organized.

• Maintain shared folders for each venture, client, contractor, and team member.

• Create and finalize proposals, SOWs, engagement letters, and other client-facing documents. Keep a master library of all templates.

• Manage Slack including channel structure, naming, cleanup, and making sure the right people are in the right places. Handle onboarding and offboarding in Slack for clients, contractors, and employees.

• Maintain a master tools and access list. Add and remove team member access as people join or leave. Audit subscriptions regularly and flag anything redundant or unused.

• Support the founder with research, vendor benchmarking, and quick summaries when decisions need to be made fast.

• Post job listings, manage applications, screen candidates, coordinate interviews, and draft offer letters, NDAs, and contractor agreements.

  
  

WHAT WE ARE LOOKING FOR

• Expert in Xero. Non-negotiable. CAD and USD bookkeeping experience required.

• Strong in Google Sheets and creating financial sheets. We are a Google shop.

• Has built simple financial trackers that give clear insight on revenue and top-line expenses.

• Has worked directly with a founder or small exec team.

• Obsessed with organization and process.

• Clear, professional communicator. Comfortable writing on behalf of the team.

• Exposure to AI tools and excited to build automations. We are actively embedding AI into our workflows.

• Comfortable with Slack, Google Workspace, and picking up new tools quickly.

WHO YOU ARE

You do not wait to be told what needs doing. You spot it and handle it. You treat the founder's time like a resource to protect. You are meticulous with numbers and just as comfortable switching gears to write a clean email or sort out a messy folder. You communicate proactively, close loops without being asked twice, and take ownership seriously.