Executive Assistant/Project Coordinator for a US-based startup in the financial mental health and wellness sector, PROSPR

PROSPR Financial Wellness is a US-based growing startup in the financial mental health and wellness sector, a center dedicated to reducing the stress and anxiety people feel around money. Currently focused on delivering world-class services that revolutionize their client’s relationship with money, they’re also preparing to expand their technology and app functionalities in the near future. Their mission is to empower individuals and businesses with the financial tools and insights to build the resiliency, clarity, and focus needed to thrive.

Simi Mandelbaum is the Founder and CEO of PROSPR Financial Wellness. She is a Certified Financial Therapist (CFT-I), an Accredited Financial Counselor (AFC), and a Certified Financial Behavior Specialist (FBS®). Simi has helped hundreds of clients reduce debt, increase income, and live their financial lives true to their goals and values. She has been featured on the popular podcast, Kosher Money, and provides resources to Living Smarter Jewish.org, a division of the Orthodox Union. Simi has also presented at the AFCPE National Convention, Mesila International, and EPI, among others.

We are seeking a proactive and adaptable Executive Assistant / Project Coordinator to join their remote team. This individual will play a key role in ensuring smooth operations across the company as well as handle basic bookkeeping tasks.

The ideal candidate is a self-starter who embraces their vision and mission, thrives in a fast-paced environment, and wants to grow with the organization. As a startup, they wear multiple hats—you’re perfect for the position because you are excited and willing to take on various tasks as they arise.

What will you do?

As the Executive Assistant to the founder, you will play a key role in supporting Simi in the variety of tasks she takes care of. These may include the following: Project Coordination, Executive Bookkeeping, Zapier and Process Automation, CRM and Data Management, Social Media and Communications, and Cross-Functional Collaboration.

Project Coordination

Use Asana (project management software) to track and update project milestones, deadlines, and progress.
Collaborate with team members to ensure tasks and deliverables stay on schedule.
Identify and assign action items or leads within projects for follow-up.

Executive Assistance

Manage calendars and coordinate meetings for senior management.
Draft and respond to emails on behalf of senior management as needed, using provided templates for common communications.
Conduct research to support ongoing and upcoming projects.
Attend regular team meetings and maintain meeting notes or action items.

Basic Bookkeeping

Perform data entry in QuickBooks Online, including invoicing and processing payments.
Monitor and track expenses and financial transactions, ensuring accuracy in record-keeping.

Zapier & Process Automation

Review existing Zapier workflows (Zaps) to ensure they align with current processes and client communication needs.
Create, edit, and manage Zaps to streamline and automate routine tasks.
Troubleshoot and update Zaps as needed to maintain efficiency.

CRM & Data Management

Assist in setting up and maintaining a CRM platform (if implemented) to keep data organized.
Perform data entry and coordinate relevant project information; this role is not the primary CRM manager.

Social Media & Communications

Post content on major social media channels; content is generally provided unless you have expertise in content creation.
Ensure social media schedules are met and engage with followers when necessary (training provided).

Cross-Functional Collaboration

Coordinate with various teams (Finance, Operations, Marketing) to understand tech requirements and develop effective solutions.
Attend occasional virtual meetings scheduled in Eastern Time to discuss progress, troubleshoot issues, and align on priorities.

Additional Responsibilities

As a growing startup, new tasks and responsibilities may arise. You should be flexible, proactive, and ready to take on multiple roles.

Contribute to various projects and initiatives as needed to support company growth.

Requirements:

Previous experience as an Executive Assistant, Project Coordinator, or similar role preferred.
Familiarity with Asana (or similar project management tools).
Basic bookkeeping experience, especially in QuickBooks Online, is beneficial.
Experience with Zapier (creating and editing Zaps) is highly beneficial.

Excellent organizational and time-management skills.
Strong written and verbal communication skills.
Comfortable handling multiple tasks and managing deadlines in a remote setting.
Proficient with Google Workspace (Docs, Sheets, Slides, etc.).
Willingness to learn and adapt in a dynamic startup environment.
Ability to troubleshoot and optimize workflow automations (Zapier).

Working Hours:

You should be able to adjust to the EST time zone – that is, you will be working from 9 am to 5 pm New York time (EST time zone - you may check the time difference via the link).

What we offer:

Full-time job (8 hours per day, Monday-Friday). We do not consider candidates planning to combine this job with another full-time role.
Remote work – You may be located almost anywhere, just need a good Internet connection, a powerful computer to work from, and the opportunity to adjust your working schedule for the team.
Autonomy: A role with opportunities to expand as the company grows.
Stability – This is a long-term role, not a short-term project or internship.
Professional Growth: Work on diverse projects, from backend optimizations to app development and AI integrations.
Mission-Driven: Contribute to solutions that enhance financial wellness for individuals and businesses alike.
Quick selection process.

Application deadline: 7th of February, 2025.

Please note that the later you apply - the more intensive your selection process will be, for example, you will have less time for the test assignment, etc.

Selection process:

Fill in the application form - attach your CV;
Complete the test assignment;
Have a Zoom interview with Hire5 Recruiter;
Have a Zoom interview with the founder of PROSPR, Simi;
Get hired!

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