Finance & Operations Support - Freelance, Remote

About the Client

Our client is a Silicon Valley-based robotics company specializing in physical AI, offering AI-integrated robot dogs and humanoid robots to consumers, businesses, schools, and research institutions. With sales and engineering offices in California and Nevada, they combine a large US-based inventory, local support, and a live showroom experience. They are a fast-growing, innovation-driven brand with an active presence across multiple social channels, and they are building out their marketing team to keep their social and email communications consistent and accurate.

Why does this role exist?

Our client needs a proactive, highly organized Executive Assistant to provide direct administrative support to a C-level executive, with backup support for other C-level leaders as needed. This person will take ownership of phone coverage, executive calendar and inbox management, and day-to-day accounting, finance, and operations administration. The goal is to keep routine work moving without constant follow-up, while freeing the current Executive Assistant to focus more heavily on sales support.

The Impact you’ll make

Phone Coverage & Communication Gatekeeping

Answer the company’s main Dialpad line with a warm, professional greeting and determine the purpose of each call
Screen, qualify, and route inquiries to the right team: internet sales, showroom sales, rentals, events and marketing, shipping, and after-sales support
Learn the company’s product and service lines well enough to direct callers accurately and provide basic information

Executive Calendar, Inbox & Travel Support

Manage the executive’s calendar, prioritize requests, resolve conflicts, and preserve 10 to 15 minutes between meetings whenever possible
Confirm meetings with attendees, send reminders, and make sure the executive is prepared and present for commitments
Review the inbox throughout the day, flag time-sensitive items, track pending responses, and prepare email drafts as requested
Coordinate business and personal appointments, reservations, travel arrangements, and itineraries

Accounting & Finance Support

Support day-to-day accounting tasks such as invoicing, accounts payable and receivable follow-up, expense tracking, and reconciliations
Prepare and organize financial records, expense reports, and routine financial summaries for leadership
Assist with budgeting, vendor payments, purchase orders, and coordination with external accountants or bookkeepers
Handle sensitive financial and business information with discretion

Operations Support

Track vendors, shipments, orders, and internal processes, and flag bottlenecks
Help document and improve operational workflows
Keep related records accurate and audit-ready

Team & General Administrative Support

Coordinate employee birthday reminders, food deliveries, remote greetings, and other approved team activities
Prepare quotes, correspondence, reports, presentations, agendas, and other documents as requested
Maintain organized digital files and know where frequently used documents and templates are stored

Skills, Knowledge and Expertise

Required:

Proven Executive Assistant experience in a high-ownership role, including calendar and inbox management, handling confidential information, and working directly with a C-level executive
Hands-on accounting or finance experience (invoicing, AP/AR, bookkeeping, expense management, reconciliations, or financial reporting support)
Experience in business or operations support, including vendor management, process coordination, and order or shipment tracking
Strong spoken and written English with a confident, professional phone presence and customer-facing or phone-support experience, including sound judgment when screening and routing inquiries
Proficiency with Google Workspace, especially Google Sheets for financial work

Your superpowers are…

Technical skills
- Executive calendar, inbox, meeting, and travel coordination
- Accounting and bookkeeping tasks (invoicing, AP/AR, reconciliations, expense reports)
- Google Workspace, especially Sheets for financial tracking and reporting
- Phone and call-routing systems (Dialpad or similar)
- Vendor, order, and shipment tracking
- Document preparation (quotes, reports, presentations, agendas)
- Workflow documentation and record keeping
Soft skills and traits
- Discretion and integrity with confidential financial and business information
- A warm, confident phone presence
- A proactive working style with the judgment to solve routine problems independently and escalate appropriately
- Excellent organization, follow-through, and attention to detail
- The ability to manage competing priorities calmly
- Flexibility in a fast-paced startup environment where priorities may change
- Quick learning, especially of robotics and AI product lines

WFH Set-Up:

Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
Internet speed of at least 40MBPS
Headset with an extended mic that has noise cancellation and a webcam
Back-up computer and internet connection
Quiet, dedicated workspace at home

You should apply if…

You’re a true owner who anticipates what your executive needs before they ask
People trust you with sensitive information, and you never take that lightly
You enjoy being the first voice of a company and making every caller feel taken care of
You’re equally comfortable in a calendar, an inbox, and a spreadsheet
You like bringing order to busy, changing situations and keeping work moving without constant follow-up
You know when to solve a problem yourself and when to escalate
You’re curious about technology and want to learn robotics and AI product lines
You enjoy working in a close, collaborative team where you wear many hats

What to expect…

Work Setup:

Remote position
Must have a reliable internet connection and a quiet workspace
Required to provide own computer with Intel Core i5 or something similar or higher operating system

Working Hours: