Job Description

Role: Admin/ Ops Specialist

Location: Remote

Hours: 25-30/wk

This position will be responsible for productive and efficient work processes, day-2-day operational support, administrative and office management for the XTC organization. You will report to the Managing Director - XTC organization leader and work closely with XTC partners, startups, and agencies. This role requires someone who is passionate about the innovation that startups drive and someone who is a marketing jack of all trades that can not only strategize but also execute. Key Qualities to Succeed. Team player who has experience in a startup or non-profit environment. Self-starter who can work cross-functionally and able to take risks or try out new and efficient ways of accomplishing objectives. Ability to execute and thrive in a fast-paced environment and startup culture with minimal supervision. Expertise in maintaining structure, logistics, and overall processes within the organization. The dedicated team member who embraces collaboration, communication, and problem-solving to achieve common goals.

KEY RESPONSIBILITIES:

· Responsible for XTC office related purchasing, expense reporting, finance processing, IT & facility management and necessary internal approval processes.

· Vendor payments and monthly remittance processing

· Manage outsourced accounting services

· Establish policies and design business processes for productivity and efficiency

· Assisting with partner engagement

· Work with legal team to ensure official documents are in place with contractors, suppliers, and partners • Asset and resource management

· Office management in a physical or digital office environment – manage the XTC office experience, including VIP visit support, group visit logistics, seasonal events & rhythms, executive office execution for internal/external events, special projects, facilities equipment and software, etc.

· Responsible for event and meeting preparations (Coordinate calendar invitations, reserving meeting space, organizing slide decks, etc.)

· XTC leader assistance including calendar management, travel arrangement, expense processing, reporting, etc.

· Collaborate with other support personnel, management, and partners

· Maintain the application of core business functions to the scale of business growth

QUALIFICATIONS & EXPERIENCE:

· Minimum 3 years related administrative or operation experience preferred

· Bachelor’s degree preferred

· High ability to work independently and use appropriate discretionary judgment

· Program Management across activities

· Assist in planning for events

· Articulate, both written and spoken, and professional aplomb

· Energetic positive attitude and professionalism

· Excellent customer service to all guests, employees and visitors

· Proficient with Microsoft Office (Word, Excel, PowerPoint, Outlook) and office IT tasks (connecting to projector, starting audio and video conferencing, printers, etc.)

· Awareness of Accounting systems and software such as Bill.com, Quicken, QuickBooks, etc.

· Excellent interpersonal and communication skills, and keeping XTC leaders and team updated and informed

· Meticulous attention to detail, accuracy, organization, time mgmt. and follow-up’s

· Driven self-starter, with a proactive approach to work. Composed and adaptable in a fast-paced environment. Comfortable with dynamic scheduling and requests.

· Extremely organized - Uses resources effectively and efficiently; can orchestrate multiple activities at once to accomplish a goal

· Fast learner when facing new situations and finding solutions

· Ability to maintain confidentiality, follow compliance laws and regulations

· Experience creating and sending email newsletter campaigns through tools like Mailchimp and ActiveCampaign

· Superior problem-solving skill and a "can-do" attitude

· Analytical skills to evaluate data and assess the logical approach to problem-solving

· Detecting areas of improvement and implementing new strategies for growth

· Working knowledge of the startup industry

Company Description

About us: The Norland Group has been in operation successfully since 1996. We are a strong believer of people management, professionalism and accountability. We only make promises when we are certain we can fulfill them. Our business focuses on fulfilling the needs of commercial and government customers in administrative services, workforce mobilization, information technology, engineering, project management services. Our Mission Statement Our main goal is to provide career advancement opportunities to our associates. We are committed to bringing our customers exceptional support services with the highest quality, integrity, and innovation. We believe that we are the stepping stone for our associates to advance their careers and to live a better life. Everyone should have a chance to live a successful and happy life. We operate our business based on those values and we choose employees who value the same principles.