Executive Assistant

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 an opportunity to work closely with the founder, learn how an entire business operates, and take on increasing responsibility as the company grows.

About the Role

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 Quick Books, 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.

Some assignments will be significant and complex. Others will be simple or administrative. Both matter.

No reasonable business task is considered beneath this role. The successful candidate will understand that, in a small company, important gaps must be filled regardless of whether they fit neatly within a traditional job description.

Key Responsibilities

Executive and Schedule Support

• 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.

Follow-Through and Organization

• 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.

Financial and Quick Books Administration

Depending on experience and training, responsibilities may include:

• Maintain accurate day-to-day information in Quick Books 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.

This role does not require the candidate to independently make complex accounting or tax decisions, but they must be comfortable maintaining accurate records and following established financial processes.

Customer, Vendor, and Sales Support

• Make and receive routine calls with customers and vendors.
• Follow up on requests for information, quotations, purchase orders, deliveries, and project requirements.
• Maintain…