Executive & Operations Assistant (Part-Time, Hybrid)
Company: StratoStar Systems
Location: North Indianapolis (Hybrid – Remote with local errands/on-site support)
Hours: 10–20 hours per week (Flexible, with a preference for overlap during 9 AM – 2 PM EST)
Compensation: $28 – $40 / hour (Based on experience)
Approximate Start Date: early February
Overview & Mission
StratoStar is an aerospace company providing high-altitude ballooning equipment and launch
services that enable researchers to test at the edge of space. As we scale, our Founder is
transitioning day-to-day administrative operations to a dedicated Executive & Operations
Assistant.
We are not looking for a typical administrative “clerk.” We are looking for a digital-first, tech-confident individual who can work with a diverse set of digital tools while remaining grounded
enough to handle local physical logistics. Your mission is to own the administrative engine so
our Founder can focus on engineering and strategic growth.
Responsibilities
This role requires a high degree of “pivot proficiency”—the ability to transition from a financial
report to a local supply run without losing momentum.
1. Financial Operations
- Invoicing & AR: Monitor email for incoming POs, enter and track POs, create and send
invoices, track unpaid invoices and follow up as needed, and maintain records and
documentation. - Expense Management: Monitor bank links to ensure expenses are correctly
categorized and track vendor payments.
2. Digital Architecture & Project Management
- File Management: Update and organize digital files, and improve digital filing structures
(Drive/Dropbox). - Tool Management: Update and organize Trello boards to track project status and
orders. - System Optimization: Assist in migrating to AI-first platforms (like Digits or Make.com).
- Security: Manage credentials and coordinate 2FA/MFA logistics to ensure seamless
access to business tools.
3. Communication & Administrative Support
- Reporting/Updates: Prepare simple weekly business summaries (e.g., a Friday
Business Dashboard) in Google Sheets to provide clear operational visibility, provide
status updates on invoicing and outstanding items. - Email Management: Draft and send routine customer emails, assist with follow-up
communications. - Administrative: Organize files, receipts, and documents; create reminders and calendar
notes; scan/file important documents; document and improve basic workflows.
4. Logistics
- Scheduling: Schedule appointments.
- Travel Coordination: Book flights, hotels, and rental vehicles for the launch team.
- Physical Operations: Collect and sort mail, receive and pack orders, deliver packages
to UPS/FedEx, light errands
Key Skills
- Billing: Must have experience in and understanding of billing processes and management at a high-level (i.e., how billing works, not an expert bookkeeper). The role requires you to be able to create invoices, track POs, and follow up on payments independently. Experience using Quickbooks is a plus.
- Tool Proficiency: Slack, AI Tools (Claude/Perplexity/ChatGPT/Gemini), Calendly, Zoom,Trello, Google Workspace (e.g., Sheets, Docs, Calendar)
- AI Tool Usage: Ability to use AI to summarize meetings, organize data, and improve workflows. Willingness to learn and implement new AI tools.
- Communication: Your communication style is efficient, to the point, and proactive.
Personal Attributes of a Successful Candidate
- High Integrity & Transparency: You deliver bad news as readily as good news; the health of the business is the priority.
- Proactive Problem Solver: You don’t wait for instructions on the small things; you solve them before they hit the Founder’s desk.
- Values Confidentiality: You will have high-level access to sensitive financial, business,
and operational data; absolute professional trust and discretion are paramount. - Exceptional Attention to Detail: You have a “keen eye” for spotting what’s missing;
>whether it is a discrepancy on a complex multi-stage invoice or a missing step in a Trello
workflow, you ensure nothing slips through the cracks. - Articulate Customer-Facing Partner: You understand that every email is an
opportunity to build trust. You can synthesize project updates into clear, professional
communications that keep clients informed and valued. - Highly Organized Architect: You don’t just follow a system; you help maintain and
improve it. You thrive on keeping digital files, physical logistics, and “A to Z” tasks in
perfect order. - Adaptable & Tech-Forward: You are a lifelong learner who already “dabbles” with AI
(e.g., recipes, travel planning) and is eager to find, test, and implement new tools to
leverage business efficiency (especially AI). - Reliable & Responsible Partner: You are a dependable “Right-Hand” who ensures
business priorities move forward without friction, even when the Founder is traveling or
on-site for a launch.
To apply, email a short introduction and resume to [email protected].
