Executive Assistant – Operations Manager

🔥 2 hours ago

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Teamswell

WebsiteLinkedInAll Job Openings

11 - 50 employees

Founded 2021

🎯 Recruiter

👥 HR Tech

🤝 B2B

Recruitment • HR Tech • B2B

Teamswell is a nearshoring and talent-placement company that connects US companies with vetted, bilingual professional talent from Latin America. They provide end-to-end hiring services — sourcing, cognitive and language screening, cultural fit assessment, onboarding, payroll, compliance, and HR support — so hires function as full team members working in US time zones. Teamswell places roles across engineering, data & AI, security & IT, product, design, marketing, finance & admin, and customer operations, emphasizing quality, cost savings, and real-time collaboration.

📋 Description

• Business Development & Partner Relations: Qualify and follow up on inbound leads, and conduct outreach to prospective partners (e.g., communities/HOAs) to support network growth. • Vendor & Contract Management: Manage site and vendor contracts, track renewal and expiration dates, resolve day-to-day issues or disputes, and serve as the main point of contact for external partners. • Carrier Account Management: Manage AT&T account activity, including support cases, service changes, and monthly billing review. • Finance Support: Collect and route vendor invoices for payment, and manage insurance certificates and renewals. • HR & Systems Administration: Onboard new employees on Clockify, provide ongoing support and troubleshooting for the team, and field employee questions related to Rippling. • Marketing & Creative Support: Support marketing initiatives — generate ideas, design visuals and materials (Canva), and drive outreach that supports growth. • Project & Marketing Coordination: Support special projects (including funded initiatives), keeping information current, coordinating outreach and materials, and completing related documentation and reporting. • Vehicle & Asset Administration: Manage vehicle-related paperwork, maintenance scheduling, and expense tracking. • Executive & Personal Support: Assist with property-related administration and vendor coordination for personal/home needs. • General Coordination: Schedule and follow up on meetings, and act as a liaison between leadership and outside parties.

🎯 Requirements

• Sales & Relationship Management: Comfortable qualifying leads, following up persistently, and building relationships with partners and communities. • Vendor & Contract Administration: Strong at tracking contracts and deadlines, and resolving disputes professionally. • Account & Billing Management: Experience navigating carrier/vendor account portals (AT&T experience a plus) and reviewing invoices or bills for accuracy. • Finance & Insurance Coordination: Comfortable working alongside a Finance team on invoicing, payments, and insurance documentation. • HR & Systems Proficiency: Familiarity with time-tracking (Clockify) and HR platforms (Rippling), or the ability to learn new systems quickly and train others. • AI Literacy & Automation: Strong understanding of AI capabilities and limitations, with experience integrating AI tools into business processes, workflow automation, and operational efficiency. • Project Coordination: Able to support cross-functional projects, track deliverables, and complete related documentation and reporting requirements. • Operations & Logistics: Capable of managing vehicle and asset paperwork, maintenance scheduling, and expense tracking. • Discretion & Trustworthiness: Comfortable handling sensitive personal, financial, and business matters with confidentiality. • Communication & Coordination: Strong written and verbal communication skills; self-directed and able to manage multiple priorities as the go-to point of contact across teams. • Attention to Detail: Meticulous with numbers, dates, and documentation; catches discrepancies before they become costly errors and keeps records organized and current, so nothing falls through the cracks.