Executive Assistant & Operations Support

SQRD Media; Lindon (UT); Hybrid; USD 42,000 - 65,000; Full time

Job summary

SQRD Media in Lindon, Utah is seeking an organized admin operations professional to support finance, invoicing, HR onboarding, and executive assistance. The role combines in-office hours (Mon/Wed/Fri) with remote work, and involves coordinating vendor payments, onboarding clients, and maintaining office systems.

You will handle invoicing in QBO, manage invites in Gusto, and ensure smooth onboarding via Dropbox, Slack, and API workflows while supporting leadership and team events.

Qualifications

• Local to the area; available to work in the office 3–5 hours/day on Mon, Wed and Fri
• Adaptable and able to learn new processes or tools quickly
• Discreet with sensitive corporate and executive information, highly organized
• Strong, warm communication and basic tech literacy

Responsibilities

• Finance & accounting support
• Invoicing and payments processing in QuickBooks Online and checks handling
• Coordinate contractor payouts and cost tracking
• Vendor and expense tracking for recurring bills and re-billable print expenses
• HR and onboarding logistics including offer letters in Gusto and provisioning accounts
• Office management, inventory and supplies coordination
• Event planning and execution for team lunches, outings, and gifts
• Executive support including calendar management and ad-hoc tasks
• Client onboarding workflows across Slack and API integrations
• Administrative operations and on-call support for leadership

Skills

Communication

Tech-savviness

Tools

QuickBooks Online (QBO)

Gusto

G-Suite

PandaDoc

Typeform

WordPress

Dropbox

Job description

Key Responsibilities

• Finance & Accounting Support
• Invoicing & Payments: Generate and send initial/recurring client invoices. Receive payments manually in QuickBooks Online (QBO) and process physical checks (including mobile deposits and print processing).
• Contractor Payouts: Collect contractor invoices, log expenses in Dropbox, and coordinate timely payouts.
• Vendor & Expense Tracking: Manage recurring operational bills (storage, legal, water delivery, print vendors) and track re-billable print expenses for client invoicing.
• HR & Onboarding
• Onboarding Logistics: Issue offer letters in Gusto, provision G-Suite accounts, manage platform access, and order required tech equipment.
• Team Recognition & Milestones: Coordinate welcome gifts, anniversary appreciation gifts, team birthday cards/gift cards, and monthly employee recognition awards.
• Feedback & Reviews: Coordinate periodic feedback surveys, prepare slide decks for review sessions, and schedule check-ins between leadership and staff.
• Operations, Logistics & Executive Support
• Executive Assistance: Provide direct administrative support to leadership—managing ad-hoc tasks, calendar scheduling, internal team check-in assignments, and rapidly taking charge of unexpected action items stemming from executive meetings.
• Client Onboarding: Process signed proposals/agreements, set up new client directory folders in Dropbox, and coordinate Slack and API onboarding steps across technical and leadership teams.
• Office & Inventory Management: Maintain office supplies/Costco orders, seasonal holiday decor, equipment inventories, physical mail pickup, and off-site storage unit assets (event gear, trade show displays, promotional materials).
• Event Planning & Execution: Coordinate monthly team lunches, golf tournaments, team-building outings, and company holiday events.
• Swag Coordination: Liaise with local print and promotional vendors to order company merchandise as needed.

Qualifications & Requirements Must-Haves

• Location & Availability: Local to the area to work Mondays, Wednesdays, and Fridays in our office (3–5 hours/day), with remaining hours completed remotely.
• Adaptability & Drive: High capacity to roll with rapid change, prioritize on the fly, and eagerly learn new processes or tools.
• Trust & Organization: Unwavering discretion when handling sensitive corporate and executive information, combined with top-tier organizational habits.
• Core Skills: Strong, warm communication skills and general tech‑savviness.

Qualifications & Requirements Nice-To-Haves

• Software Proficiency: Experience with tools like QuickBooks Online (QBO), Gusto, G-Suite, PandaDoc, Typeform, WordPress, and Dropbox is a major bonus.
• Administrative Operations: Prior experience processing invoices, managing expense sheets, or coordinating HR/onboarding logistics.