Executive Assistant to CEO/COO & HR Coordinator

Job Description

Job Description

About Field Universe

Field Universe is building the operating infrastructure for the residential real estate and construction industry.

We connect the people responsible for buying, selling, designing, building, remodeling, and maintaining homes—and create the systems that help them work together with greater transparency, accountability, and control.

We are a fast-moving, execution-focused company. We value people who take ownership, solve problems without waiting to be told, communicate clearly, and follow through until the job is finished.

The Role

We are looking for an Executive Assistant & HR Coordinator who can operate as the right hand to our executive leadership while also owning important people, payroll, and administrative functions across the company.

This is not a traditional administrative assistant position.

You will be expected to keep executives organized, protect their time, anticipate what is coming next, coordinate across multiple priorities, and make sure commitments actually turn into completed work.

At the same time, you will help run the administrative backbone of the company—including payroll, commissions, onboarding, offboarding, employee records, and recurring operational responsibilities.

The right person is highly organized, resourceful, discreet, and comfortable operating in an environment where priorities can move quickly.

Executive Support

• Manage executive calendars, appointments, meetings, priorities, and daily workflow
• Protect executive time by helping distinguish what is urgent, important, delegable, or unnecessary
• Triage email and communications, track follow-ups, and make sure commitments do not fall through the cracks
• Maintain an organized system for outstanding tasks, decisions, deadlines, and follow-up items
• Coordinate travel, meetings, reservations, events, and logistics
• Prepare executives for meetings with the information, documents, and context they need
• Coordinate vendors, deliveries, purchases, appointments, and ongoing business projects
• Assist with occasional personal scheduling, errands, purchases, or logistics when needed
• Follow up with employees, vendors, partners, and outside parties on behalf of leadership
• Identify potential problems early and work to solve them before they require executive attention
• Take ownership of assignments from beginning to completion rather than simply passing information along

Social Media & Content Operations

• Own Field Universe’s social media calendar, publishing schedule, and day-to-day channel management
• Work directly with our CRO to consistently capture video, ideas, conversations, and educational content
• Turn executive expertise into a repeatable content production pipeline
• Coordinate content shoots, talking points, locations, equipment, and production logistics
• Manage our in-house video editing team, including assignments, priorities, deadlines, revisions, and quality control
• Maintain an organized content library of raw footage, edited assets, hooks, captions, thumbnails, and published content
• Review edited content before publication and ensure it matches Field Universe’s voice, positioning, and standards
• Write or coordinate captions, titles, descriptions, calls to action, and posting copy
• Own posting and distribution across Field Universe’s social channels
• Track content performance and identify which topics, hooks, and formats should be produced more frequently
• Make sure great ideas actually move from executive conversation → recording → editing → approval → publication

HR, Payroll & Administration

• Process and coordinate company payroll accurately and on schedule
• Calculate sales commissions, bonuses, and variable compensation and prepare supporting reports
• Coordinate employee onboarding and offboarding
• Manage new-hire paperwork, employment documentation, system access, equipment, and internal setup
• Maintain accurate employee records, personnel files, HR documentation, and organizational information
• Track employee changes, compensation updates, PTO, benefits information, and other administrative requirements
• Field routine employee questions and help resolve day-to-day HR and administrative issues
• Coordinate recurring billing, payments, subscriptions, renewals, and administrative deadlines
• Support recruiting coordination, interview scheduling, reference checks, and candidate communication
• Assist with company meetings, events, employee communication, and internal initiatives
• Document administrative processes and help build repeatable systems as the company grows
• Support general business operations wherever additional coordination or follow-through is required

What We're Looking For

We care less about having the perfect résumé than we do about finding someone who can become exceptionally reliable.

You should have:

• Exceptional organization and attention to detail
• A demonstrated ability to follow through without repeated reminders
• Strong written and verbal communication skills
• Excellent judgment and a high level of discretion with confidential company, employee, financial, and personal information
• A proactive mindset—you naturally think about what needs to happen next
• The ability to independently prioritize competing demands
• Comfort working directly with executives in a fast-moving environment
• The confidence to ask questions, pursue answers, and respectfully push for decisions when something is stalled
• Strong problem-solving instincts and resourcefulness
• The ability to create order from incomplete information
• Comfort switching between executive support, HR, finance administration, operations, and occasional personal responsibilities
• A strong sense of ownership: if you take responsibility for something, you make sure it gets finished

Experience in executive assistance, HR coordination, payroll, operations, office management, or business administration is strongly preferred.

Experience with payroll platforms, CRMs, Microsoft Office, Google Workspace, project-management systems, Slack or similar business software is a plus.

A bachelor's degree is not required.

Who Will Thrive Here

You will probably thrive at Field Universe if you:

• Like responsibility
• Enjoy making complicated situations organized
• Notice details other people miss
• Get satisfaction from closing loops
• Would rather solve a problem than explain why it happened
• Can move quickly without becoming careless
• Are comfortable working with ambitious people and high expectations
• Want to understand how the entire business works rather than staying inside a narrow job description

This position will have visibility into many areas of the company. For the right person, that creates a significant opportunity to grow into broader responsibilities in HR operations, business operations, or executive leadership support .

What We Offer

• Competitive compensation based on experience
• Direct access to executive leadership
• Significant ownership and autonomy over your work
• Exposure to multiple areas of a rapidly growing company
• The opportunity to help build systems and processes rather than simply inherit them
• Meaningful room for increased responsibility and career growth

This is a full-time, hybrid in-office position in Scottsdale, Arizona.