Administrative Assistant

*Location: Remote *

Based in Buffalo, NY, or Rochester, NY

Pays: $25/hour

Estimated weekly hours: 10-20

“Dang! (Your name goes here) knows how to get it done!”

As Administrative Assistant at Fertility Bridge, you get a hands-on education in business administration, operations, human resources, and finance.

You help with tasks large and small and deal directly with the owner of the company.

But how do you know if this is your dream work and if Fertility Bridge is your dream client?

If you answer yes to these three questions:

1. Do you thrive in a fast-paced environment where your role is often about learning something brand new?
2. Are you interested in learning about all aspects of running a business without the responsibility of actually having to run it?
3. Are you good at anticipating and proactively solving for your client's needs?

YOUR MISSION
Should you choose to accept it, is to bring organization to the chaos and make sure that everything runs smoothly behind the scenes.

You love to plan travel.
You enjoy planning trips even if you aren’t the one traveling. You are confident that you can find the best options for your busy executive and colleagues for their business travel. You love finding a good deal and have tricks up your sleeve to do so without sacrificing comfort. You anticipate travel needs and get ahead of them. You find joy in watching others go on trips you carefully crafted and love adjusting when needed.

You are not afraid to say no or to make decisions.
You own the founder's calendar and help him prioritize the needs of the company, which sometimes means you have to say no. You also need to make decisions based on limited parameters and knowledge of the company priorities.

You’re technologically savvy and easily learn new systems.
Everything from Google Docs to Gusto to state onboarding systems.

You are detail-oriented.

You will be juggling A LOT, so you need to be able to spot when the smallest detail is awry.

You are an expert at communicating.
You are confident in your ability to put out typo-free, grammatically correct work. You also know when to speak up or follow up and can do so professionally.

You are comfortable with financial responsibility.

Other team members will usually be in charge of selecting the items, but you are the one making purchases and, occasionally, giving final approval. This includes everything from coffee for a client visit to the accommodations on team retreats. You will also work closely with the accounting team to ensure payroll and invoices are paid on time, the credit card statement is accurate, and all payments are itemized correctly. You also help with compliance items, insurance, and taxes.

You are not afraid of a challenge and love to research when you do not know.
Learn by doing will become your favorite of our values. We don’t expect you to know everything about everything all of the time, but we expect you to learn, grow, ask questions, and find the answers when needed.

You are a master at discretion.
You will be privy to company details that should not be shared with team members or outside parties; therefore, you have to be able to hold your tongue and have rock-solid judgment to determine what needs to remain confidential.

You love to execute a plan.
Fertility Bridge has established processes. Your job is to execute and adjust whenever necessary.

Responsibilities include:

• Purchasing items on Amazon
• Booking flights for business travel
• Booking hotels/Airbnb for business travel
• Creating forms in Microsoft Word, Powerpoint, Adobe Acrobat, and/or Google Docs/Sheets/Slides
• Faxing and/or emailing documents
• Documenting Processes
• Checks and sorts email at the end of the day, every weekday.
• Marks sorted unread emails as unread
• Manages owner's Hubspot CRM account
• Manages Mail Chimp lists
• Schedules meetings
• Forwards all receipts to bookkeeper and helps itemize
• Updating website (just Squarespace, nothing monstrous)
• Manages some aspects of the onboarding, compliance, and employee management
• Keeps the founder on track for conference schedules and helps make sure he is prepared for his speaking engagements.
• Anything else Griffin dreams up

HOW TO APPLY

If you feel you can contribute to a dynamic, growing company, please begin your application process by applying through Hireology. After you submit your cover letter, resume, and application on Hireology, you will receive acknowledgment via email. If you don’t see the email in your inbox, please check your spam folder - sometimes Hireology emails end up there.

You will receive instructions on next steps after your application materials have been reviewed. As a remote company, we rely on remote working technologies to serve our clients. In evaluating new employees, we put a premium on a candidate’s ability to shine through these same technologies: video, email correspondence, and web-based conferencing.

Contracting Process

1. Candidate applies through Hireology and sends an "Introduction Video" to [email protected].
2. Screening Call: 20-30 minutes
3. Fit Interview: 60-90 minutes
4. Paid Assignment
5. Continued work based on your terms

About Fertility Bridge:

We hire for our values!

Learn more about what it’s like to work at Fertility Bridge here

Why you should join the team

Meet our team

Some of what we do for some of our clients

Thank you for your interest in serving the infertility community through a creative, business-centered approach!