Billing/Admin Manager & Executive Assistant

Hello! Welcome to Wax.

What you will be doing here:

This position is for someone comfortable wearing multiple hats. The primary aspects of this role are listed first; but no one responsibility will be the majority of your time.

Priorities:

• Run AR/AP (Quickbooks); track/assess overhead, recurring expenses, paid subscriptions, etc.
• Assist Emily, Waxcreative’s Creative Director & Owner, manage/organize her calendar & projects, including various aspects of running the company.
• Design/update/initiate admin protocols. Implement, measure results, suggest/make necessary adjustments.

Far less frequently needed:

• Organize software subscriptions; Coordinate with outside IT providers; Track hardware.
• Order occasionally-needed supplies.
• Attend to backlogged files in the studio.

And for when/if you want more hours:

• Help manage some of our neglected social networking.
• Assist with some (minimal) aspects of HR.
• Take the opportunity to learn and expand your responsibilities. Variety is good! What might you want to do?

What you will not be doing here:

• You will neither run payroll, nor be the only set of eyes on invoices before they go out. You won’t be under-supported. Turn to the person sitting next to you (or zoom them, as the case may be) and actually talk through the troubleshooting.
• Overtime. We don’t really ever do that. We believe strongly in the quality of life, and that means at the end of the workday we leave work. Really.

This Job:

• This is a staff position for a W-2 employee. This is NOT for contract/freelance.
• We are looking for part-time: 18-24 hours/week (←negotiable. Even less might be considered if you are a great fit). Please indicate your preference. In the past, part-time employees have grown their jobs into full-time.
• This position is in-house. We are a hybrid team, but the nature of this job requires your physical presence in our Oakland studio for at least a good part of your time, and definitely at the start. Occasional remote work will become feasible, but regular onsite will always remain needed.
• Offering range: between $24/hr and $28/hr. Where you start depends upon your incoming skill set and experience. How quickly you rise up depends upon performance.

Qualifications & Skills:

We presume you are incredibly organized, your attention to detail is wildly on spot, and you your follow-through is 100% — or this position wouldn’t appeal to you.

In addition however, you should have the following down cold:

• Intuit/Quickbooks, PayPal interface, and the like
• Google Docs/Sheets, Excel, Gmail, browsers, printers, the Mac and/or PC environment… the usual Admin and Billing suspects
• Using Google: if you don’t know, you know how to figure it out — quickly, reliably, confidently.

As we are a hybrid team, you should to be familiar with the suite of tools that allow us to collaborate near and far — or at the very least, something like the apps we use so you can come up to speed very quickly:

• Project management apps (we use Notion, Dropbox, Google Docs)
• Time tracking apps (we use Apollo)
• Off-site server (we use Box)
• Zoom, Slack, FaceTime, and even just the phone sometimes

Not necessary, but an unexpected big plus:

• WordPress dashboard, Social networks…
• Experience writing/editing white papers and/or internal documentation
• Anything else? Surprise us!

And expected of the whole team:

• Expertly execute, follow, and develop internal and client strategy.
• Follow established internal standards. All our projects need to have very similar syntax and structure.
• Carry a critical understanding of digital tools and trends, and be confident and articulate in suggesting ways such trends can be practically applied.
• Communicate effectively: visual, verbal, and the written word. This includes parsing out directives from lengthy documents like this one.
• Show a fierce sense of ownership about the quality of the work you call done.

More info about Waxcreative:
the studio, this team, our company culture…

• We are a fast-paced, woman-owned enterprise.
• With you, the team numbers seven.
• Our Oakland studio is surrounded by a yard and garden. It’s located in North Oakland (Lower Rockridge bordering Temescal). Parking is easy and BART is easier—less than a 10 minutes walk from the Rockridge station and a mere mile from Macarthur.
• Our remote team is in CO, ID, and SoCal.
• We have client relationships going back 20+ years.
• Schedules are flexible (within reason).
• We believe that work needs to fit around life.
• We like what we do, and we like each other.

SOME OF WHAT WE OFFER:

• VARIETY: From site design, development, and maintenance, to book cover design and assorted print work — also product support, copywriting, social networking strategies, quality assurance, usability concerns, and just generally being in code warrior mode — there really just isn’t room to get bored.
• BENEFITS: We believe everyone needs time for the business of life. For us, full-time means ~4.5 day weeks. Also paid holiday/sick/vacation days; a 401K; commuter checks; health insurance… the usual suspects.
• FLEXIBILITY: Wax believes in living your life rather than forcing it around work, and thus offers scheduling flexibility and liberal unpaid leave time as deadlines permit.
• ENVIRONMENT: Our studio environment is open (no cubicles), and it’s Office Casual every day. When weather permits, the door is open to the outside.

WANT ADDITIONAL INFO? Find out more about being on this unique team.

Timing:

Ideally we’d like you to start immediately, but finding the right fit is more important than filling a workstation with a warm body. Please don’t presume that the position is gone if the posting is several weeks old. We will be accepting applications until we find our perfect match — we do not anticipate that it will happen overnight.

Interested? Great! Here’s how to apply…

Your Application:

Introduce yourself

Please introduce yourself as a potential fit to this unique team in a cover letter. Tell us something about this job post that resonated with you, and why (no canned letters please!)

Go ahead, show off

Also provide your resume that lists your experience and accurately describes your skills, being clear and honest where you are proficient vs. barely knowledgeable. A mere LinkedIn profile URL is not enough. Cite your relevant experience. Which of your former positions supports you best for this job?

Send it off

Please put “I WANT TO BE ON YOUR TEAM” in your email subject line, and make sure that any attachments have your name in the file name (imagine how many files we get named “resume.pdf”).

All applications should be sent to jobs@waxcreative.com.

No phone calls, please.

And absolutely no recruiters.