Executive Assistant Office Manager

Job Description

Job Description

This hybrid part-time position is responsible for supporting and coordinating activities across sales, marketing, finance, and human resources. In addition, this individual serves as the lead project manager for the company’s annual client conference.

Hours are flexible based on your availability. Work remotely or from our office in Downtown Seattle. Occasionally required to be in office.

Responsibilities

Executive & Business Operations Support

• Serve as the primary business operations and administrative support partner to the CEO.
• Coordinate and support executive meetings, presentations, communications, and follow-up activities.
• Maintain business records, operational documentation, and administrative processes.
• Identify opportunities to improve business operations, workflows, and employee experience.
• Onboard new FI’s and coordinate with the Client Success Team
• Support other executives and managers

Employee Administration

• Coordinate all employee onboarding and offboarding activities, including documentation, communications, equipment coordination, and process management.
• Maintain employee records and oversee HR-related administrative processes including status change requests and salary changes.
• Manage the performance review portal and coordinate performance reviews for all employees.
• Manage the 401K portal and the primary contact with 401K management company.
• Manage the HR portal and primary contact with HR management company
• Respond to employee questions and coordinate with internal and external resources as needed.
• Work with legal to ensure we stay compliant with city, state and federal HR laws.

Accounting & Payroll Coordination

• Respond to employee questions related to accounts receivable and customer payments.
• Post and reconcile customer payments received.
• Process accounts payable invoices and prepare items for payment.
• Support accounts payable, accounts receivable, payroll administration, and general accounting activities utilizing QuickBooks or a comparable accounting system.
• Coordinate with CPA/CFO with any accounting questions or reporting.
• Coordinate payroll processing and ensure timely and accurate payroll administration.
• Manage the disbursement of tax records for employees and shareholders.
• Coordinate with Sales, Finance and Marketing during the budget period.
• Work with Professional Services to update billing and contract renewals
• Address communications from DOR and Employment Security for states we do business in: tax filings, unemployment reports and census reports.

Sales, Marketing & Customer Support

• Support sales and business development activities through administrative, operational, and communications support.
• Coordinate customer communications, marketing support activities, and company messaging.

Events & Industry Conferences

• Coordinate logistics, materials, registrations, and vendor support for trade shows and industry events throughout the year
• Lead planning and coordination of Client Connect, including the research of venues, project planning, vendor coordination, attendee communications, scheduling, and event execution support.
• Coordinate the launch of the operator survey with FI’s. This also includes tracking, follow up with respondents, and interviews.

General Administration

• Maintain confidentiality while handling employee, customer, financial, and company information.
• Support special projects and company initiatives as needed.

\nCompany Description

Shield Compliance helps financial institutions manage risk and regulatory complexity in high‐risk industries through a combination of compliance technology, domain expertise, and trusted partnership—enabling banks to grow with confidence.

Company Description

Shield Compliance helps financial institutions manage risk and regulatory complexity in high‐risk industries through a combination of compliance technology, domain expertise, and trusted partnership—enabling banks to grow with confidence.