Administrative Business Partner, Operations

As our outsourced Administrative Business Partner in Operations & HR, you’ll act as the COO’s—and occasionally the CEO’s—"second brain," managing critical back‑office functions end‑to‑end so leadership can focus on strategy and growth. You will deliver white‑glove service in HR operations, executive support, event and podcast management, and C‑suite relationship management.

**To be available in the Pacific Time Zone for implementation, communication, and coordination.**

**Key Responsibilities**:
**1. HR Operations & Compliance**
- **Payroll & Contractor Payments**
- Process bi‑weekly/monthly payroll and contractor disbursements
- Reconcile payroll runs and resolve discrepancies
- **Benefits Administration**
- Manage health, retirement, perks enrollment and renewals
- Oversee vendor relationships (insurance brokers, 401k providers)
- **State & Federal Filings**
- Maintain registrations with state/local agencies
- File annual reports, tax forms, and other compliance documents
- **Policy & Documentation**
- Draft and update Employee Handbook and HR policies
- Design and roll out training programs (onboarding, compliance, culture)
- **Verifications & Background**
- Complete I‑9 and employment eligibility checks
- Coordinate background screenings where required
- **Cap Table Management**
- Maintain equity records and manage exercises via Carta

**2. Executive & Administrative Support**
- **Calendar & Meeting Management**
- Own executive calendars: schedule internal/external meetings, stakeholder calls, board sessions
- Coordinate logistics (Zoom links, room bookings, materials)
- **Appointment & Meeting Setting**
- Proactively arrange investor calls, advisory board sessions, strategic offsites, and public appearances
- **Communication Twin**
- Deliver polished, timely communications to internal and external stakeholders
- **Event & Podcast Management**
- Coordinate all logistics for company events, webinars, and podcast bookings
- Manage guest outreach, prep decks, scheduling, and post‑production follow‑up

**3. Relationship Management & Customer Service**
- **C‑Suite Partnership**
- Serve as liaison between the COO/CEO and other executives, board members, investors
- Anticipate leadership needs; surface issues and opportunities early
- **Stakeholder Experience**
- Deliver white‑glove service to internal “customers” (founders, VP‑level, key partners)
- Advocate for process improvements that elevate the leadership experience

**Must-Have Skills & Experience**:

- **HR Systems & Tools**
- Payroll platforms (e.g., Zoho Payroll, Gusto, Rippling, ADP)
- Benefits administration tools (e.g., Zenefits, Workday)
- HRIS & ATS (e.g., BambooHR, Greenhouse)
- State/federal compliance portals and reporting systems
- **Cap Table & Equity**
- Expertise using Carta for cap table management and equity tracking
- **Executive Support Technologies**
- Calendar & scheduling (Google Workspace, Office 365, Calendly)
- Video conferencing (Zoom, Microsoft Teams)
- Document management & e‑signatures (DocuSign, Dropbox Paper)
- **General Fluency**
- Zoho Suite, Google Suite, Slack, ClickUp, and similar productivity platforms
- **Core Competencies**
- Exceptional calendar/meeting‑setting prowess
- Strong customer service orientation with polished communications
- Proven relationship management partnering with C‑level leaders
- Initiative‑driven: own problems and see them through to resolution
- High discretion: handle sensitive information with utmost confidentiality

**Why You'll Succeed here**:

- You thrive in fast‑paced, ambiguous environments and bring order through process
- You’re a natural communicator—both written and verbal—and love building trust
- You relish being the “right hand” to senior leaders, anticipating needs before they arise
- You have a track record of scaling HR and operations functions from the ground up

Ready to become our outsourced Administrative Business Partner and unlock executive bandwidth? Let’s talk

**To Apply**:

- Resume
- Cover Letter
- A 2 to 5-minute introductory recording (preferably mp4 format) where you introduce yourself, summarize your relevant experience, and explain why you think you are the ideal fit for this position.
- Any additional information you believe showcases your qualifications for this position

Pay: R$5,400.00 - R$7,000.00 per month

Application Question(s):

- Have you managed payroll and benefits administration using platforms like Gusto, Rippling, Zenefits, or similar tools? (Yes / No)
- Have you ever managed or helped organize an executive offsite, company-wide event, or podcast guest process? (Yes / No)

**Education**:

- Bachelor's (required)

**Experience**:

- Executive-level Administrative Support to C-level Leaders: 5 years (required)

**Language**:

- English (required)