Business Operations Associate

Business Operations Associate

Location: Remote - Client is located in Greater Bay Area

Employment Type: Full-time, 6-Month Contract (with opportunity to convert to permanent)

Company Size: 10-person team

About Client:

They are a nimble, high-performing team within the world’s largest retailer of diamond jewelry. As a key contributor to the team, you’ll work closely with senior leadership and cross-functional partners to ensure seamless daily operations. This is an exciting opportunity to join a small, entrepreneurial environment with the support of a larger corporate structure.

Role Overview:

They are seeking a highly organized and proactive Business Operations Associate for a full-time, 6-month contract role, with the opportunity to convert to a permanent position. This role supports the executive leadership team and is responsible for a broad range of administrative, and operational functions essential to our company’s success.

Key Responsibilities:

Business Operations Support

• Partner with Accounts Payable to manage vendor onboarding, setup, and communication
• Accurately code and submit vendor invoices; manage approval workflows and follow up on outstanding items
• Review, reconcile, and allocate monthly corporate credit card statements
• Maintain budget trackers and assist in preparing financial documentation for month-end close

Contract & Operational Management

• Maintain the company’s contract repository; ensure timely filing, renewal tracking, and alerting stakeholders to key dates
• Support contract review and execution processes across teams and vendors
• Ensure all vendor documentation and compliance records are current and properly archived

Executive & Administrative Support

• Manage complex calendars for the executive team, including scheduling meetings and coordinating availability across internal and external stakeholders
• Prepare and circulate agendas for company-wide meetings; compile and format content for all-hands presentations
• Book and manage executive travel logistics, including itineraries, accommodations, and transportation
• Submit and reconcile executive travel and expense reports
• Maintain and monitor the company’s shared email inbox, ensuring timely responses and appropriate triage

General Company Support

• Provide day-to-day administrative and operational support, including ordering supplies and coordinating logistics
• Assist in planning internal events, offsites, and team activities

Qualifications:

• 3+ years of experience in an executive support or operations role, preferably in a fast-paced or startup environment
• High proficiency with Microsoft Office and Google Workspace; understanding of AP workflows and expense processes; familiarity with systems like SAP, or Workday is a plus
• Highly organized, detail-oriented, and able to manage multiple priorities
• Strong communication and interpersonal skills
• Discreet and trustworthy with confidential information
• Self-starter with a collaborative mindset and a proactive approach to problem solving