Finance & Operations Support - Freelance, Remote

• Headset with an extended mic that has noise cancellation and a webcam
• You enjoy working in a close, collaborative team where you wear many hats

About Magic, Inc

Our client is a Silicon Valley-based robotics company specializing in physical AI, offering AI-integrated robot dogs and humanoid robots to consumers, businesses, schools, and research institutions. With sales and engineering offices in California and Nevada, they combine a large US-based inventory, local support, and a live showroom experience. They are a fast-growing, innovation-driven brand with an active presence across multiple social channels, and they are building out their marketing team to keep their social and email communications consistent and accurate.

Responsibilities

• Our client needs a proactive, highly organized Executive Assistant to provide direct administrative support to a C-level executive, with backup support for other C-level leaders as needed. This person will take ownership of phone coverage, executive calendar and inbox management, and day-to-day accounting, finance, and operations administration. The goal is to keep routine work moving without constant follow-up, while freeing the current Executive Assistant to focus more heavily on sales support.

Phone Coverage & Communication Gatekeeping

• Answer the company’s main Dialpad line with a warm, professional greeting and determine the purpose of each call
• Screen, qualify, and route inquiries to the right team: internet sales, showroom sales, rentals, events and marketing, shipping, and after-sales support
• Learn the company’s product and service lines well enough to direct callers accurately and provide basic information

Executive Calendar, Inbox & Travel Support

• Manage the executive’s calendar, prioritize requests, resolve conflicts, and preserve 10 to 15 minutes between meetings whenever possible
• Confirm meetings with attendees, send reminders, and make sure the executive is prepared and present for commitments
• Review the inbox throughout the day, flag time-sensitive items, track pending responses, and prepare email drafts as requested
• Coordinate business and personal appointments, reservations, travel arrangements, and itineraries

Accounting & Finance Support

• Support day-to-day accounting tasks such as invoicing, accounts payable and receivable follow-up, expense tracking, and reconciliations
• Prepare and organize financial records, expense reports, and routine financial summaries for leadership
• Assist with budgeting, vendor payments, purchase orders, and coordination with external accountants or bookkeepers
• Handle sensitive financial and business information with discretion
• Operations Support
• Track vendors, shipments, orders, and internal processes, and flag bottlenecks
• Help document and improve operational workflows

Keep related records accurate and audit-ready

• Coordinate employee birthday reminders, food deliveries, remote greetings, and other approved team activities
• Prepare quotes, correspondence, reports, presentations, agendas, and other documents as requested
• Maintain organized digital files and know where frequently used documents and templates are stored

Executive calendar, inbox, meeting, and travel coordination

• Accounting and bookkeeping tasks (invoicing, AP/AR, reconciliations, expense reports)
• Google Workspace, especially Sheets for financial tracking and reporting
• Phone and call-routing systems (Dialpad or similar)
• Vendor, order, and shipment tracking
• Document preparation (quotes, reports, presentations, agendas)
• Workflow documentation and record keeping

Requirements

• Proven Executive Assistant experience in a high-ownership role, including calendar and inbox management, handling confidential information, and working directly with a C-level executive
• Hands-on accounting or finance experience (invoicing, AP/AR, bookkeeping, expense management, reconciliations, or financial reporting support)
• Experience in business or operations support, including vendor management, process coordination, and order or shipment tracking
• Strong spoken and written English with a confident, professional phone presence and customer-facing or phone-support experience, including sound judgment when screening and routing inquiries
• Proficiency with Google Workspace, especially Google Sheets for financial work
• Your superpowers are...
• Discretion and integrity with confidential financial and business information
• A warm, confident phone presence
• A proactive working style with the judgment to solve routine problems independently and escalate appropriately
• Excellent organization, follow-through, and attention to detail

The ability to manage competing priorities calmly

• Flexibility in a fast-paced startup environment where priorities may change
• Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.

Internet speed of at least 40MBPS

• You should apply if...
• You’re a true owner who anticipates what your executive needs before they ask
• People trust you with sensitive information, and you never take that lightly
• You enjoy being the first voice of a company and making every caller feel taken care of
• You’re equally comfortable in a calendar, an inbox, and a spreadsheet
• You like bringing order to busy, changing situations and keeping work moving without constant follow-up
• You know when to solve a problem yourself and when to escalate
• You’re curious about technology and want to learn robotics and AI product lines
• What to expect...
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

Preferred

• Quick learning, especially of robotics and AI product lines

Pay

$6 per hour

No benefits package included

$7.00 / hour

Benefits

• Back-up computer and internet connection
• Quiet, dedicated workspace at home

Working Hours

40 hours per week

Monday to Friday, 9 AM to 6 PM PST