Operations Administrator/Executive Assistant

Operations Administrator (75%) / Executive Assistant (25%)

About Us
At Dow Janes, we’re on a mission to transform lives by empowering women+ with financial confidence and peace of mind. As a fast-growing, female-founded company, we value innovation, community, and creating a workplace where people thrive. 

We’re looking for an Operations Administrator / Executive Assistant to join our team, support our co-founders, and ensure seamless day-to-day operations for our fully remote team. This role is essential to our success and offers the opportunity to be involved in a variety of projects that keep our company running smoothly and efficiently.

About You
You’re an organizational wizard who thrives on structure, loves crossing items off a to-do list, and finds joy in creating order from chaos. With your upbeat energy and creative problem-solving skills, you excel at juggling multiple priorities. You’re equally comfortable coordinating a team retreat, managing calendars, or handling sensitive payroll details with confidentiality and discretion. You’re fun to work with, proactive, and driven by a desire to make a meaningful impact on a mission-driven company.

Key Responsibilities

Executive Support

• Serve as the Executive Assistant to our co-founders, Britt and Laurie-Anne
• Create and assign tasks to help organize the co-founders’ to-do lists in ClickUp.
• Manage inboxes, schedule meetings, and coordinate calendars.
• Book travel and make reservations.
• Assist with personal tasks, such as planning date nights, vacations, and purchasing gifts.

HR / Administrative Operations

• Manage all administrative HR tasks such as onboarding/off-boarding employees, documenting performance reviews, benefits management, answering employee questions, running payroll.
• Liaise with our HR advisor for tricky questions.
• Process accounts payable, including vendor/contractor invoices, and communicate with accountants on expenses.
• Review and approve team expenses, ensuring accuracy and efficiency.
• Maintain and update the employee handbook and other compliance documents.

Team Engagement

• Organize regular team surveys to track wellness, engagement and productivity; develop reports to be strategized and actioned by you and the rest of the Operations team
• Organize remote and in person team bonding activities, including happy hours, social events, and retreats.
• Facilitate team “water cooler” moments and encourage community-building within Slack.
• Plan and execute team retreats, coordinating with hotels, vendors, and meal providers.

Event Planning

• Plan creative and meaningful events, including team celebrations, retreats, and All Hands meetings that reflect the company’s values
• Coordinate swag distribution to team members and ensure event logistics run smoothly.

KPIs:

• Process payroll and approve expenses with 100% accuracy and minimal need for corrections.
• Maintain average team wellness scores of 11/12
• Deliver at least 90% satisfaction ratings from team members for events and retreats (measured through post-event surveys).
• Conduct regular employee surveys with at least 90% response rate and develop consistent quarterly action plans

Who will you work with?

In this hybrid role, you will report to our CEO Britt Baker for the Executive Administrative role (25%) and to our Sr. Manager, Operations Haley Kenna for the Operations Administrator role (75%). You will work fairly independently, but interact with the broader team through your role. 

Where will you work?

Our team is 100% remote, although we are ideally looking for someone who can be hybrid, based in Marin County, CA. Our work hours are 8am to 6pm Pacific Time, with some flexibility based on time zones.

This Could Be For You If:

• You are highly organized and love creating systems to manage tasks and projects.
• You have a strong sense of confidentiality and discretion, especially when handling payroll and sensitive information.
• You’re enthusiastic, upbeat, and fun to work with.
• You thrive in a fast-paced environment where priorities can shift quickly.
• You enjoy being involved in a wide variety of tasks and are willing to jump in wherever needed.
• You love planning inventive and engaging events that bring people together.
• You’re a clear and effective communicator, both written and verbal.

At Dow Janes, we value teamwork, positivity, and an unstoppable drive to achieve our mission. Our core values—Happy to Help, Add Positivity, Play to Win, and Inspire Possibility—guide everything we do.

Diversity, Equity & Inclusion

Dow Janes is an equal opportunity employer, and we are committed to building a diverse and inclusive team. We believe that diverse perspectives lead to better decision-making and innovation. If you don’t meet every qualification but are excited about this role, we encourage you to apply—we value unique experiences and perspectives.

Why Join Us?
You’ll be part of a fast-growing company on the cutting edge of financial education for women+. You’ll have the opportunity to work closely with inspiring leaders and a collaborative team, all while making a meaningful impact on people’s lives. Should you succeed in this role, you will have the opportunity to grow in your responsibilities and management, as the company grows. 

Ready to apply? We can’t wait to meet you!

Please note: Applications will be reviewed on a rolling basis, so please submit your application as soon as possible! Application will close at midnight on Sunday Jan 26th. 

• Associate’s or Bachelor’s Degree 
• 3-5 years of experience in administrative, operational, or HR roles.
• Preferred proficiency in G Suite, Slack, Performance Management Tools, Single Sign On Tools, and Project Management Tools like ClickUp.
• Optional: Certificate in Human Resources Management

• Work from anywhere (we're 100% remote)
• Opportunities to work closely with inspiring leaders in a supportive, mission-driven environment.
• Access to financial education programs and tools to support your personal growth.
• Competitive compensation package includes:
• Salary: $68,000 - $74,800 USD
• Health insurance reimbursement
• 100% coverage for vision, dental, and life insurance + disability  
• 401K + wealth building stipend
• Tech stipend
• 3 weeks PTO