Executive Assistant / Chief of Staff

Overview:

MX3 Diagnostics is a rapidly growing company at the forefront of health diagnostics, supporting over 600 customers worldwide with innovative testing solutions. We are seeking a versatile and strategic Chief of Staff to support the CEO and leadership team while contributing to the efficiency of our operations. Key responsibilities include financial and HR functions, office management, and sales and marketing support, along with executive administrative duties. The ideal candidate is proactive, organized, and thrives in a dynamic environment. This is an in-person position most of the week, with potential for hybrid flexibility based on role demands. The salary band is $65,000-70,000 per year and includes health benefits.

Key Responsibilities:

Primary Responsibilities (75% of Role):

• Coordinate in-office support and vendor management.
• Execute all bookkeeping, including maintaining the general ledger, reconciling accounts, preparing journal entries, and overseeing accounts payable and receivable, in addition to supporting the CFO to assist other accounting functions.
• Support customer and vendor engagement, including invoicing, monitor outstanding receivables, and managing payments.
• Assist with the preparation of internal monthly financial statements for the CEO, including balance sheets and income and expense reports.
• Support the Australian subsidiary’s accounting and reporting functions for consistency across all regions.
• Own employee onboarding, payroll processing, and administering employee benefits programs for a small team of 10-15.
• Manage scheduling for high-priority, large-scale meetings for the executive team, including calendar management and light email communication.
• Coordinate internal and external meeting logistics, including preparing agendas, capturing meeting notes, and ensuring follow-up actions are tracked.
• Arrange occasional executive travel and provide support for marketing events, including logistics for conferences, trade shows, and product fulfillment.

Additional Responsibilities (25% of Role):

• Provide shipping and fulfillment assistance to the COO by supporting the timely processing of shipments, returns, and claims.
• Help maintain inventory levels and enforce safety procedures for shipping and inventory operations.
• Support sales functions by managing customer credit checks, updating customer data in HubSpot and accounting systems, and assisting the sales team in ensuring accurate invoicing.
• Manage additional strategic initiatives, special projects, and high-priority tasks as assigned by the CEO.
• Drive operational efficiencies and optimize business processes across various departments.

Qualifications:

• Bachelor’s degree in Business Administration, Accounting, or related field (preferred).
• 5 years of experience in executive support, accounting, or operations roles, ideally in a fast-paced, growth-oriented company.
• Strong project management skills and the ability to prioritize and manage multiple tasks simultaneously.
• Proficiency in accounting software, with experience in financial reporting, payroll, and health benefits management.
• Tech-savvy, ideally with experience in accounting software (Quickbooks), CRM systems (HubSpot), and productivity tools (G-Suite, Monday.com).
• Exceptional organizational skills with an acute attention to detail.
• Strong verbal and written communication skills, with the ability to engage with both internal teams and external partners.
• Proven ability to handle sensitive information with the utmost discretion and professionalism.

The Ideal Candidate is...

• Self-Motivated & Proactive: Capable of working autonomously and anticipating the needs of the CEO and leadership team.
• Superiorly Organized: Highly detail-oriented with a focus on managing multiple priorities and ensuring follow-through on tasks.
• Problem Solver: Proactively identifies and resolves operational challenges, ensuring smooth day-to-day operations.
• Clear Communicator: Maintains open communication with internal and external stakeholders, ensuring alignment and transparency.
• Adaptable: Thrives in a fast-paced, dynamic environment, able to quickly shift priorities and remain calm under pressure.
• Tech-Savvy: Quick to learn and adapt to new tools and systems, leveraging technology to improve efficiency and streamline workflows.
• Collaborative: Works effectively with cross-functional teams and external partners to drive initiatives and achieve company goals.
• Calm Under Pressure: Maintains composure and makes sound decisions when faced with urgent issues or high-stress situations.

Why Join Us?

• Innovative Environment: Be part of a company that is shaping the future of health diagnostics.
• Diverse Responsibilities: Engage in a role that offers variety and meaningful impact across the business.
• Growth Opportunities: Contribute to multiple areas of the business and advance your career within a dynamic and expanding organization.
• Dynamic Culture: Join a collaborative and fast-paced environment where your contributions are valued.

This role offers the unique opportunity to be at the heart of MX3’s growth and innovation, working directly with the CEO and leadership team to optimize operations and drive success. If this sounds like the perfect role for you, please apply by submitting a cover letter and resume.