Executive Assistant

Synergy Molding Technologies, LLC (SMT) is a growing, early-stage company operating in a fast-moving business environment. SMT is building the next generation of manufacturing by transforming ambitious engineering ideas into practical, scalable technologies that make production smarter, more efficient, and more capable. Our work combines advanced additive manufacturing with high-performance plastics to develop new production methods, solve complex manufacturing challenges, and bring innovative products from concept to reality. Because the company is still in its early stages, many responsibilities currently run directly through the founder. We are hiring a highly responsive, organized, and resourceful person who can help create structure, maintain momentum, and ensure that important work does not fall through the cracks. This is an opportunity to work closely with the founder, learn how an entire business operates, and take on increasing responsibility as the company grows. About the Role This is not a conventional administrative position with a narrow or static list of duties. You will work directly with the founder as a combination of executive assistant, operations coordinator, office administrator, bookkeeping support person, sales support coordinator, and project follow-up resource. On any given day, you may: Organize the founder’s calendar and priorities. Follow up with a customer or vendor. Update QuickBooks, the CRM, or a project tracker. Prepare documents for a new project. Schedule meetings and confirm commitments. Organize files, supplies, or the physical office. Research a problem and recommend a solution. Make sure an overlooked but important task gets completed. Some assignments will be significant and complex. Others will be simple or administrative. Both matter. No reasonable business task is considered beneath this role. The successful candidate will understand that, in a small company, important gaps must be filled regardless of whether they fit neatly within a traditional job description. Key Responsibilities Executive and Schedule Support Manage and maintain the founder’s calendar. Schedule meetings, calls, appointments, and reminders. Help protect time for the founder’s highest-value priorities. Prepare agendas, documents, and relevant information before meetings. Capture decisions, commitments, and follow-up items. Maintain an accurate list of outstanding tasks and deadlines. Remind the founder of upcoming obligations without needing to be prompted. Help identify scheduling conflicts, missing information, and emerging priorities. Follow-Through and Organization Translate conversations, emails, and meetings into clear next actions. Track commitments made to customers, vendors, employees, and business partners. Follow up until tasks are completed—not merely until an email has been sent. Provide concise status updates without requiring the founder to ask. Identify stalled work and take the next reasonable step. Escalate problems early, along with a proposed solution whenever possible. Build and maintain checklists, templates, trackers, and standard operating procedures. Create order in areas where processes are incomplete or still developing. Financial and QuickBooks Administration Depending on experience and training, responsibilities may include: Maintain accurate day-to-day information in QuickBooks Online. Prepare and send customer invoices. Enter and organize vendor bills and expenses. Support accounts payable and accounts receivable follow-up. Maintain digital records, receipts, and supporting documents. Help monitor overdue invoices and upcoming payments. Coordinate with the company’s accountant, bookkeeper, or financial advisers. Prepare routine reports and identify missing or inconsistent information. This role does not require the candidate to independently make complex accounting or tax decisions, but they must be comfortable maintaining accurate records and following established financial processes. Customer, Vendor, and Sales Support Make and receive routine calls with customers and vendors. Follow up on requests for information, quotations, purchase orders, deliveries, and project requirements. Maintain accurate customer, opportunity, and project information in the CRM. Help ensure that sales opportunities and customer requests receive timely attention. Prepare routine documents, forms, correspondence, and project information. Coordinate meetings and communications among the founder, customers, vendors, and other stakeholders. Maintain professional, clear, and responsive communication. Escalate technical, commercial, or relationship-sensitive issues to the founder when appropriate. Project and Operational Coordination Maintain project trackers, deadlines, action lists, and documentation. Follow up with the people responsible for outstanding deliverables. Help prepare standard project-management and quality documents. Organize information required for new sales opportunities and ongoing projects. Identify missing information before it becomes a delay. Support purchasing, shipping, scheduling, and vendor coordination when needed. Ensure records are complete, accessible, and current. Assist with one-time operational projects as the business evolves. Office and General Administration Maintain an organized, professional, and functional office. Order supplies and resolve routine administrative issues. Organize physical and digital files. Coordinate service providers, deliveries, and office requirements. Assist with travel, errands, event preparation, or other reasonable business needs. Step into unassigned areas when something needs attention. The successful candidate will be: Highly responsive: You acknowledge requests promptly during agreed working hours and communicate proactively when something may be delayed. Proactive: You look for the next useful action rather than waiting for another assignment. Reliable: When you say something will be completed, the founder can trust that it will happen. Organized: You can manage multiple priorities without losing track of details. Persistent: You follow up respectfully until matters are resolved. Resourceful: You attempt to find answers and solutions before returning every question to the founder. Low-ego: You recognize that simple administrative work can be just as important as a more visible assignment. Adaptable: You are comfortable working in a company where priorities, systems, and responsibilities continue to evolve. Discreet: You can be trusted with confidential financial, customer, employee, and business information. Direct and professional: You communicate clearly, raise concerns early, and do not allow avoidable surprises to develop. This Position May NOT Be a Good Fit If You: Prefer a tightly defined role with little variation in responsibilities. Need detailed instructions before beginning every task. Wait for work to be assigned when there are visible outstanding needs. Consider routine office or administrative work beneath your position. Are uncomfortable making professional calls to customers or vendors. Treat “I sent an email” as the completion of a matter that still requires an outcome. Frequently need to be reminded about previously assigned responsibilities. Prefer to work without regular communication, updates, or coordination. Become frustrated when priorities change in response to new business needs. Want to remain within one specialized function rather than learning how the broader business operates. Experience and Qualifications Previous experience in executive assistance, business operations, office management, project coordination, bookkeeping, sales support, or a similar role. Demonstrated experience supporting a business owner, founder, executive, or small leadership team is strongly preferred. Experience with QuickBooks, Xero, and standard financial transactions is strongly preferred. Strong written and verbal communication skills. Confidence speaking with customers, vendors, and professional service providers. Strong computer skills and the ability to learn new systems quickly. Experience with Microsoft 365 suite of tools. Experience using a CRM, task-management system, or project tracker. Strong attention to detail and record-keeping habits. Ability to prioritize independently while knowing when to seek direction. Ability to work on-site. Experience in a manufacturing, industrial, technical, construction, project-based, or B2B environment would be an asset but is not required for an exceptional candidate. This role will evolve as the company grows. The position offers broad exposure to the operation of an early-stage business and the opportunity to grow alongside it. #J-18808-Ljbffr