Finance and Operations Assistant

VentureCopilot

About The Position

We are looking for a Finance and Operations Assistant to support the COO of a fast growing AI-native fintech company building a client relationship companion for financial advisors. The company is in an active growth phase and the team is small, lean, and moving fast. The COO is currently building out the financial and operational infrastructure of the business from the ground up and needs a capable, detail-oriented operator to own that function alongside him. This is not a role where you inherit a finished system and maintain it. You are coming in at the foundation stage, setting up QuickBooks from scratch, getting the chart of accounts right, establishing bookkeeping processes, and laying the groundwork for payroll. Once the foundation is in place you will own the ongoing financial admin and support the COO with research, documentation, and operational tasks as the business scales. The right person for this role is someone who is comfortable with ambiguity, knows how to figure things out independently, and brings a level of rigor and critical thinking that goes beyond just executing tasks. If you have strong QuickBooks experience, a solid grasp of bookkeeping fundamentals, and the kind of proactive mindset that surfaces problems before they become issues, we want to hear from you.

Requirements

Hands-on experience with QuickBooks, including setting up accounts and managing ongoing bookkeeping
Solid understanding of bookkeeping fundamentals including chart of accounts, reconciliation, journal entries, and financial reporting
Experience with payroll setup and processing, or a strong willingness to learn it quickly
Strong critical thinking, someone who reads AI output critically and validates before acting on it
Comfortable working in a fast moving early stage environment where processes are still being built
Highly detail-oriented with a zero tolerance approach to errors in financial records
Able to work independently with minimal oversight and surface issues proactively
Strong written communication skills, clear, concise, and professional

Nice To Haves

Experience setting up QuickBooks or a similar accounting system from scratch for a new company
Experience setting up payroll from scratch rather than inheriting an existing process
Familiarity with AI tools like Claude or Perplexity for research and documentation tasks
Background in fintech, financial services, or working inside an early stage startup
Experience working with a COO or senior executive in a high trust, low oversight environment
Exposure to financial reporting or investor reporting at an early stage company

Responsibilities

Set up QuickBooks as the company's primary accounting system from scratch
Build out the chart of accounts and account structure tailored to the company's needs
Configure QuickBooks settings to ensure accurate tracking of income, expenses, and liabilities
Set up payroll inside QuickBooks and establish a reliable payroll process going forward
Manage all bookkeeping entries on a weekly and monthly basis
Perform regular reconciliations to ensure financial records are accurate and up to date
Maintain organized and accurate internal financial records across all accounts
Prepare monthly financial summaries for the COO covering income, expenses, and any anomalies
Flag any discrepancies, unusual entries, or financial risks early rather than waiting to be asked
Support the COO with research tasks across a range of topics as the business evolves
Validate and challenge AI-generated research output rather than accepting it at face value
Summarise research findings into clear, actionable briefs the COO can use quickly
Support with internal documentation and ad hoc operational tasks as needs arise
Identify opportunities to automate routine financial or operational processes using AI tools like Claude or Perplexity