Executive Assistant

SYNERGY PROTOTYPE STAMPING LLC•Clinton Township, MI

4d•$25 - $35

About The Position

Synergy Molding Technologies, LLC (SMT) is a growing, early-stage company operating in a fast-moving business environment. SMT is building the next generation of manufacturing by transforming ambitious engineering ideas into practical, scalable technologies that make production smarter, more efficient, and more capable. Our work combines advanced additive manufacturing with high-performance plastics to develop new production methods, solve complex manufacturing challenges, and bring innovative products from concept to reality. Because the company is still in its early stages, many responsibilities currently run directly through the founder. We are hiring a highly responsive, organized, and resourceful person who can help create structure, maintain momentum, and ensure that important work does not fall through the cracks. This is not a conventional administrative position with a narrow or static list of duties. You will work directly with the founder as a combination of executive assistant, operations coordinator, office administrator, bookkeeping support person, sales support coordinator, and project follow-up resource. On any given day, you may: Organize the founder’s calendar and priorities. Follow up with a customer or vendor. Update QuickBooks, the CRM, or a project tracker. Prepare documents for a new project. Schedule meetings and confirm commitments. Organize files, supplies, or the physical office. Research a problem and recommend a solution. Make sure an overlooked but important task gets completed. Deliver parts to or visit a customer/vendor.

Requirements

Highly responsive, organized, and resourceful person
Ability to create structure, maintain momentum, and ensure important work does not fall through the cracks.
Experience with QuickBooks Online.
Experience with a CRM.
Experience with project trackers.
Ability to maintain professional, clear, and responsive communication.
Ability to escalate problems early, along with a proposed solution whenever possible.
Ability to build and maintain checklists, templates, trackers, and standard operating procedures.
Ability to create order in areas where processes are incomplete or still developing.
Ability to maintain accurate day-to-day information in QuickBooks Online.
Ability to prepare and send customer invoices.
Ability to enter and organize vendor bills and expenses.
Ability to support accounts payable and accounts receivable follow-up.
Ability to maintain digital records, receipts, and supporting documents.
Ability to help monitor overdue invoices and upcoming payments.
Ability to coordinate with the company’s accountant, bookkeeper, or financial advisers.
Ability to prepare routine reports and identify missing or inconsistent information.
Ability to make and receive routine calls with customers and vendors.
Ability to follow up on requests for information, quotations, purchase orders, deliveries, and project requirements.
Ability to maintain accurate customer, opportunity, and project information in the CRM.
Ability to help ensure that sales opportunities and customer requests receive timely attention.
Ability to prepare routine documents, forms, correspondence, and project information.
Ability to coordinate meetings and communications among the founder, customers, vendors, and other stakeholders.
Ability to escalate technical, commercial, or relationship-sensitive issues to the founder when appropriate.
Ability to maintain project trackers, deadlines, action lists, and documentation.
Ability to follow up with the people responsible for outstanding deliverables.
Ability to help prepare standard project-management and quality documents.
Ability to organize information required for new sales opportunities and ongoing projects.
Ability to identify missing information before it becomes a delay.
Ability to support purchasing, shipping, scheduling, and vendor coordination when needed.
Ability to ensure records are complete, accessible, and current.
Ability to assist with one-time operational projects as the business evolves.
Ability to maintain an organized, professional, and functional office.
Ability to order supplies and resolve routine administrative issues.
Ability to organize physical and digital files.
Ability to coordinate service providers, deliveries, and office requirements.
Ability to assist with travel, errands, event preparation, or other reasonable business needs.
Ability to step into unassigned areas when something needs attention.

Nice To Haves

Experience in sales support coordination.
Experience as a project follow-up resource.

Responsibilities

Manage and maintain the founder’s calendar.
Schedule meetings, calls, appointments, and reminders.
Help protect time for the founder’s highest-value priorities.
Prepare agendas, documents, and relevant information before meetings.
Capture decisions, commitments, and follow-up items.
Maintain an accurate list of outstanding tasks and deadlines.
Remind the founder of upcoming obligations without needing to be prompted.
Help identify scheduling conflicts, missing information, and emerging priorities.
Translate conversations, emails, and meetings into clear next actions.
Track commitments made to customers, vendors, employees, and business partners.
Follow up until tasks are completed—not merely until an email has been sent.
Provide concise status updates without requiring the founder to ask.
Identify stalled work and take the next reasonable step.
Escalate problems early, along with a proposed solution whenever possible.
Build and maintain checklists, templates, trackers, and standard operating procedures.
Create order in areas where processes are incomplete or still developing.
Maintain accurate day-to-day information in QuickBooks Online.
Prepare and send customer invoices.
Enter and organize vendor bills and expenses.
Support accounts payable and accounts receivable follow-up.
Maintain digital records, receipts, and supporting documents.
Help monitor overdue invoices and upcoming payments.
Coordinate with the company’s accountant, bookkeeper, or financial advisers.
Prepare routine reports and identify missing or inconsistent information.
Make and receive routine calls with customers and vendors.
Follow up on requests for information, quotations, purchase orders, deliveries, and project requirements.
Maintain accurate customer, opportunity, and project information in the CRM.
Help ensure that sales opportunities and customer requests receive timely attention.
Prepare routine documents, forms, correspondence, and project information.
Coordinate meetings and communications among the founder, customers, vendors, and other stakeholders.
Maintain professional, clear, and responsive communication.
Escalate technical, commercial, or relationship-sensitive issues to the founder when appropriate.
Maintain project trackers, deadlines, action lists, and documentation.
Follow up with the people responsible for outstanding deliverables.
Help prepare standard project-management and quality documents.
Organize information required for new sales opportunities and ongoing projects.
Identify missing information before it becomes a delay.
Support purchasing, shipping, scheduling, and vendor coordination when needed.
Ensure records are complete, accessible, and current.
Assist with one-time operational projects as the business evolves.
Maintain an organized, professional, and functional office.
Order supplies and resolve routine administrative issues.
Organize physical and digital files.
Coordinate service providers, deliveries, and office requirements.
Assist with travel, errands, event preparation, or other reasonable business needs.
Step into unassigned areas when something needs attention.