Operations and Executive Assistant

Job description

Description

SnapMagic is on a mission to revolutionize the $1.3 trillion electronics industry. Our platform empowers engineers to build faster by making it easy to find and use circuit schematics and CAD models.

Our existing platform (previously known as SnapEDA) is the leading library tool for electrical engineers, helping 2 million engineers each year design products like drones, electric cars, and satellites 10x faster. We are now building SnapMagic Copilot, which is built on a proprietary dataset of over 10 million components, schematic symbols, and footprints created by SnapMagic.

As we scale aggressively, we’re building a culture of excellence, speed, and ownership — and we’re looking for a Operations and Executive Assistant who thrives in a fast-moving environment where impact is the name of the game.

Requirements

What You’ll Be Doing

We’re looking for a sharp, dependable, and fast-moving Operations and Executive Assistant to help keep SnapMagic running smoothly behind the scenes. In this role, you’ll work closely with the leadership team to manage day-to-day operations, support finance workflows, and drive internal coordination across the company.

You’ll be trusted with high-impact responsibilities — from calendar and inbox management to assisting with payroll, invoicing, and vendor payments. You’ll also play a key role in organizing our files, planning team events, and supporting recruiting and onboarding logistics.

This is a role for someone who thrives on structure, loves checking things off a list, and brings clarity and calm to fast-paced environments. If you’re highly organized, financially literate, and take ownership without needing to be asked twice, we’d love to meet you.

Operational & Executive Support

• Manage and maintain executive and team calendars across multiple time zones

• Triage leadership inboxes and ensure timely follow-up

• Support day-to-day administrative tasks, including document organization, internal coordination, domestic and international travel (itineraries, flights, hotels, logistics)

• Help source candidates and manage recruiting admin (e.g., scheduling, follow-ups)

• Prepare customer quotes and invoices as needed

Office & Team Operations

• Manage catered lunches, restock office supplies, and ensure overall cleanliness

• Process incoming mail and maintain organized office systems

• Own incoming calls and support to the company line and ensure prompt routing or resolution

• Own the Operations inboxes, including AR/AP-related inquiries

Financial Operations

• Manage payroll, contractor payments, commissions, and vendor invoices

• Track expenses and ensure compliance with tools like Brex or Gusto

• Maintain and reconcile the Aging Report

• Prepare monthly and quarterly reports on budgets, expenses, and financial health

Who You Are

You’re a reliable executor with strong attention to detail, able to crank through tasks quickly and accurately. You thrive in ambiguity, take ownership without needing follow-up, and bring structure to chaos. You love task managers, live in the calendar, and keep inboxes clean. You’re hyper-responsive, fast to react, and always a few steps ahead.

• 2+ years of experience in operations, executive assistance, or finance support roles

• Excellent with task management systems (e.g., Trello, Linear, Asana) and calendar tools (Google Calendar, Calendly)

• Financially literate: proficient in spreadsheets and comfortable with tools like QuickBooks, Stripe, Brex, or Gusto

• Extremely organized with exceptional scheduling and time management skills

• Clear, professional communicator (written and verbal; C1 English level or higher)

• Calm under pressure and responsive in fast-paced, high-stakes environments

• Comfortable triaging inboxes, managing multiple stakeholders, and coordinating across functions

• Bias to action with a self-starter mentality — you bring solutions, not problems

• Deeply aligned with SnapMagic’s values: ownership, excellence, clarity, and empathy

Qualifications

• 2–3 years of experience in finance operations, administrative support, or executive assistance

• Strong proficiency with spreadsheets (Excel or Google Sheets)

• Comfortable with tools like QuickBooks, Stripe, Gusto, and expense tracking platforms — or quick to learn them

• Excellent written communication: clear, concise, and professional

• Proactive and highly self-directed — you anticipate needs and take initiative

• Experience in a fast-paced or startup environment

• Constant learner with a knack for spotting and implementing process improvements

Benefits

At SnapMagic, you’ll work alongside bright, passionate teammates on a mission to revolutionize the $1.3 trillion electronics industry. The role won’t always be easy—but it will push you to grow, expose you to a wide range of challenges, and give you the chance to accelerate your career faster than most environments allow. You’ll have the opportunity to make a real impact from day one—and along the way, many of our team members build lifelong friendships and gain experience that shapes their future. Here’s what we offer:

💡 Mission & Impact

• Make your mark – Play a key role in revolutionizing the $1.3T electronics industry by building tools engineers rely on every day

• Real ownership – We empower you to drive decisions, lead initiatives, and see the impact of your work firsthand

🤝 Team & Culture

• Tight-knit team – Join a high-trust, low-ego group of passionate builders who care deeply about the mission and each other

• Collaborative environment – We value transparency, shared context, and fast iteration across functions

• Meaningful relationships – Many teammates form lifelong friendships along the way

🚀 Professional Development

• Career Growth: This role is an ideal springboard into business operations, Chief of Staff, or BizOps leadership roles. You’ll gain firsthand experience in how a company runs — building the judgment, systems thinking, and operational muscle needed to scale a business or one day lead your own.

• Learn from leadership: Learn directly from the CEO and leadership team, gaining exposure to every part of the business

• Accelerated learning – Work cross-functionally, wear multiple hats, and grow faster than in traditional roles

• Feedback & mentorship – Stretch projects, direct feedback, and coaching from experienced leaders

• Mastery-focused – We encourage curiosity, skill-building, and deep domain expertise

💼 Compensation & Benefits

• Competitive compensation

🧘 Work Environment

• Fully Remote – This particular role is fully remote