Executive Assistant/Office Manager

$74,810 - $80,000/Yr

Power Scale - Sonoma, CA

Full-time - Entry Level

Hybrid - Sonoma, CA

About the position

The Executive Administrative & Human Resources Specialist role is a hybrid position based in Sonoma, CA, designed for a highly organized and resourceful individual. This dual role involves providing high-level administrative support to the executive team while managing key HR functions, making it ideal for someone passionate about organization and eager to contribute to a growing company. The position requires knowledge of QuickBooks and invoicing experience, as the specialist will assist in financial tracking and invoicing processes alongside administrative and HR responsibilities.

Responsibilities

• Provide high-level administrative support to executives, including calendar management, travel coordination, and meeting preparations.
• Prepare reports, presentations, and correspondence on behalf of executives.
• Manage confidential information with the highest level of discretion.
• Assist in organizing company-wide events and meetings, coordinating schedules and resources.
• Support special projects and complete various tasks to ensure smooth daily operations.
• Handle invoicing tasks, including data entry, tracking, and follow-up with clients as needed.
• Manage onboarding and offboarding processes, including paperwork, orientation, and exit interviews.
• Maintain employee records, ensuring accuracy, confidentiality, and compliance with HR policies.
• Act as the go-to resource for employee inquiries on HR matters such as policies, benefits, and company practices.
• Coordinate recruitment efforts: posting job openings, scheduling interviews, and communicating with candidates.
• Assist in developing and implementing HR policies and procedures that align with company values.
• Support performance management and employee engagement initiatives, including planning team-building activities.
• Process invoices, ensuring accuracy and timely submission to clients.
• Use QuickBooks to manage basic accounting tasks, track expenses, and prepare financial reports as needed.
• Collaborate with the finance team to ensure financial records are accurate and up-to-date.

Requirements

• 3+ years of experience in an administrative, HR, or similar support role
• Bachelor's degree in Business, Human Resources, or a related field (preferred)
• Experience with QuickBooks and invoicing
• Exceptional organizational and time-management skills with a keen eye for detail
• Strong written and verbal communication skills
• Ability to handle confidential information with integrity and discretion
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and HR software (experience with specific software, if applicable) is a plus
• Positive attitude, strong interpersonal skills, and a passion for helping others

Benefits

• Collaborative and supportive work environment
• Opportunities for professional growth and skill expansion across administrative, HR, and financial functions