Executive Support & Operations Assistant

TL;DR:

We are seeking a highly skilled and motivated individual to join our team as an Executive Support and Operations (Finance and HR). In this hybrid role, you will work closely with our CEO/Founder, gaining hands-on experience in the Health and Wellness Industry. We are looking for an organized and detail-oriented professional who is a quick learner and possesses excellent communication skills.

About the job: this is a full time remote position (40 hours/week), long-term, ideally a year long commitment, with flexibility to work 1-2 hours on the weekends.

Location: Latin America

About us:

Sleep Reset is a digital, personalized sleep clinic, available in a convenient mobile app for iOS and Android. Our program was designed in partnership with leading sleep experts from top sleep clinics and universities. The program improves sleep and reduces sleep anxiety with the most effective methods from sleep clinics, including strategies based on Cognitive Behavioral Therapy for Insomnia (CBT-i) which are proven to be more effective than sleeping pills. Throughout our program, each member is paired with a dedicated sleep coach who personalizes their program. It’s a life-long, sustainable solution to sleep better in weeks, with no pills or melatonin needed – which means no grogginess, side effects, or dependency.

Sleep Reset has been covered in Forbes, TechCrunch, and INSIDER. The company was founded by Yunha Kim, a serial entrepreneur recognized by Forbes as 30 Under 30 and is backed by top Silicon Valley investors including YCombinator, Foundation Capital, New Enterprise Associates, Stanford University and 20+ founders/executives of leading companies.

Location: We're a fully distributed team working remotely from both EST & PST time zones.

Responsibilities

• EA:

• Support the CEO directly to ensure efficient company operations and the accomplishment of goals.

• Maintain and refine internal processes that support the CEO and the company, coordinating internal and external resources to expedite workflows.

• Manage communication with employees by liaising with internal and external executives on various projects and tasks.

• Plan and orchestrate work to ensure the CEO's priorities are met, organizational goals are achieved, and best practices are upheld.

• Ops:

• Process and review expense reports, ensuring compliance with T&E policies.

• Assist in the assembly of tax returns and extensions.

• Handle administrative tasks such as correspondence management, document preparation, scheduling meetings, and maintaining records.

• Collaborate with departments to manage vendor relationships effectively.

• Coordinate relationships with banks, external auditors, and other outsourced functions.

• Ensure compliance with company policies and procedures.

• Prepare reports for audits as requested.

• HR:

• Assist with employee events, benefits administration, and salary administration.

• Support new-employee orientations, including I-9 documentation.

• Assist the Executive in policy formulation, hiring, and salary administration.

• Manage online job postings, shortlist candidates, and schedule interviews.

• Administer benefit/401k plans, including claims resolution and invoice approval.

• Ensure timely processing and data integrity of various HR, payroll, and safety reports.

• Develop and maintain job descriptions.

• Assist in employee performance and salary reviews.

• Healthcare Providers (e.g. doctors)

• Send brochures & faxes

• Respond to their questions via email

• (Optional) Customer support:

• Answer around 45-50 emails per day to help customers troubleshoot problems and follow policies.

• Work cross-functionally with our sleep coaches, product, engineering to report bug/crashes/user feedback, address user requests, and suggest ways to improve our metrics.

• Answer all negative comments, questions, and reviews coming through social media channels (including social media ads) and app stores.

Experience - Must Haves:

• Bachelor's degree in accounting or business administration from an accredited college in English speaking countries (highly preferred)

• At least 2 years of remote-based work for a US based company where they had to speak English only

• 1+ years of customer care associate experience

• A minimum of 5 years of relevant experience in admin/ops roles

• Demonstrated experience working for a Sleep Clinic

• Demonstrated vendor management experience

• HR liaison experience with third-party payroll management firms & Experience in payroll management.

Skills

• Strong organization and project management skills (You will be coordinating multiple projects)
• Excellent written and verbal communication skills.
• Proficient in basic data analysis and reporting (Excel-based).
• Tech savvy - Proficiency with office productivity tools and can quickly learn new software and systems.
• Strong prioritization and time-management skills
• Research skills, going above and beyond to cut costs
• Critical thinking, problem solving and breaking things down into processes

Traits

• Flexible team player, adaptable to changes and unafraid of challenges.
• Demonstrates maturity and maintains confidentiality of CEO, company, and employee information.
• Proactive and take initiatives to improve processes and outcomes.
• Thrive in a fast-paced environment, excels at prioritizing requests, and meet deadlines.
• Exhibits strong emotional intelligence and interpersonal skills, representing the CEO’s voice effectively. Good bedside manner.
• Maintains a positive attitude and remains calm under pressure
• Pays extreme attention to detail, especially when processing critical tasks like employee payroll

Job Type

• Please note, this is an hourly (and potentially contract) position working up to 40 hrs/week, Pacific Standards Time.

$1,500 - $3,500 a month

Exact compensation (hourly rate) may vary based on skills, experience, and location.

Sleep Reset Creed:

There will be no failures, only learning experiences.

There will be no task below us, only opportunities to help.

We are here because we share a common sense of purpose.

We are here to help people live better, every day.

We are all owners.

All colors, all ages, all races and religions.

We all took risks to be here.

Our passion is people,

Not ping pong tables.

We get in the zone.

We take boba breaks.

We believe in self-care.

We believe in feedback.

We don't waffle.

We will disagree and commit.

We will continuously improve.

For the curious and the bold,

Humble and confident.

This company, and world, is ours to make better.