Admin & US Payroll Coordinator - Freelance, Remote

The Impact you’ll make

• Own end-to-end payroll processing in Paylocity, including timesheet validation, deductions, tax and retirement withholdings, and final approvals.
• Maintain payroll calendars, reconcile payroll reports, and address employee payroll inquiries promptly and professionally.
• Support payroll audits and year-end activities (e.g., W-2 data validation) and ensure adherence to US and Tennessee regulations.

• Build and update provider schedules in Athena for doctors and mid-levels to ensure complete clinic coverage during operating hours.
• Coordinate PTO/leave requests, manage last-minute changes, and communicate updates to clinical and front-desk teams.
• Monitor capacity and identify gaps to minimize reschedules and improve patient access.

• Manage front-end recruiting logistics: post roles, screen for basic criteria, coordinate interviews, and maintain candidate trackers.
• Schedule multi-stakeholder interviews efficiently and ensure a positive candidate experience.
• Partner with leadership on status updates and next steps.

• Manage high-volume inbox and calendar support for leadership, including triaging 40+ meeting requests daily.
• Coordinate leadership and quarterly meetings: agenda prep, venue booking, lunch arrangements, and follow-up tasks.
• Support task and project coordination, ensuring owners, timelines, and deliverables are clear.

• Maintain and improve SOPs for payroll, scheduling, recruiting, and admin workflows.
• Create checklists and templates to reduce errors and speed up onboarding and cross-training.
• Identify operational bottlenecks and recommend process improvements.

Skills, Knowledge and Expertise

• Senior-level EA experience supporting founders/C-level executives for 5+ years; not a first or second EA role
• Proven, end-to-end ownership of team offsites and corporate events (venue/vendor selection through on-site execution and debrief)
• Demonstrated excellence in complex calendar orchestration across multiple executives and stakeholders
• Advanced experience with full-cycle travel and expense management in fast-paced, high-change environments
• Strong written communication and executive presence; able to represent leaders with discretion and judgment

• Technical: Google Workspace or Microsoft 365 power user; expert Google/Outlook calendar management; expense tools (e.g., Expensify/Concur); travel platforms; Slack/Zoom; presentation building
• Operational: Vendor sourcing and negotiation; budget tracking; project plans, run-of-show, and debriefs; file and knowledge organization
• Communication: Crisp writing, precise meeting prep, confident stakeholder interfacing, proactive status updates
• Judgment: Independent decision-making, prioritization under pressure, ability to anticipate needs and manage trade-offs
• Traits: Type A organization, high ownership, resourceful problem-solver, calm under pressure, high discretion, low-ego team player

• Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
• Internet speed of at least 40MBPS
• Headset with an extended mic that has noise cancellation and a webcam
• Back-up computer and internet connection
• Quiet, dedicated workspace at home

• You are a proactive self-starter who anticipates needs and takes action without waiting for direction
• You’ve independently run team offsites and corporate events end-to-end and love making complex logistics look effortless
• You thrive in fast-moving tech/startup environments, handle last-minute changes with grace, and keep leaders focused on what matters
• You connect dots across people and projects, think two steps ahead, and uphold impeccable standards in service of the executive team
• You’re seeking a true senior EA seat—not a training ground—and you take pride in professional maturity and discretion

• Remote position
• 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

• 40 hours per week
• Monday–Friday, 9:00 AM–5:00 PM Pacific Time

• $9 per hour
• No benefits package included

Benefits