Finance & Operations Executive Admin

Fundomate is looking for an experienced Finance & Operations Executive Administrator to join our growing team in Utah. Fundomate Mountain West is a rapidly growing small business lender headquartered in Salt Lake City.

We are looking for someone who thrives in a fast-paced, constantly evolving environment, is highly organized, able to multitask across a wide range of priorities, and is comfortable supporting functions across finance, operations, legal, and executive administration. This role is ideal for someone who enjoys wearing multiple hats, staying ahead of shifting priorities, and helping keep a growing organization running smoothly.

The ideal candidate will have prior experience in an administrative or operations support role within a small to mid-sized finance company, strong attention to detail, excellent judgment, and the ability to manage both recurring responsibilities and urgent ad hoc needs with professionalism and discretion.

This role will report to the Director of Finance.Key responsibilities:

• Act as a highly confidential and reliable administrative partner, serving as a communication gatekeeper to help facilitate communication, escalate issues when needed, and support team execution
• Coordinate and manage high-priority recurring and ad hoc meetings for senior leadership, including the CEO, CTO, and other department heads
• Proactively schedule recurring forecast, budget, and operational meetings several quarters in advance
• Manage complex calendars and stay ahead of organizational changes, updating meetings and communications as leadership and team structures evolve
• Maintain and own the corporate organizational chart across both employee and entity levels
• Oversee state registration processes for all entities and track annual filing deadlines to support compliance
• Enter and maintain basic data used for internal reporting on a periodic basis
• Prepare high-quality Excel spreadsheets, PowerPoint presentations, reports, and other business documents
• Serve as a subject matter resource for Outlook and help the team use Microsoft tools effectively and efficiently
• Interface professionally and confidently with team members, clients, vendors, and internal support groups
• Organize and distribute incoming physical mail to the appropriate departments, including HR and Finance
• Manage weekly maintenance of the finance portal, ensuring merchant offer statuses are updated accurately following payoff activity
• Support data cleanup and system maintenance to ensure accurate financial and operational reporting
• Create ad hoc ACH schedules for makeup payments
• Assist the finance team with 1099 reporting, including data collection, validation, and preparation
• Record incoming payments, including wire transfers, Priority Payments, and lockbox activity
• Update merchant offer statuses in the finance portal by marking non-sufficient funds (NSF) transactions as paid and cross-checking internal reports for accuracy
• Process expense reports
• Support internal culture and employee engagement efforts, including team events, all-hands meetings, and recognition initiatives
• Oversee UCC filings and no-interest letters
• Support credit agency reporting, including DATA MERCH reporting
• Provide broad operational and administrative support in a role that may shift as business needs evolve

Qualifications:

• Minimum of 5 years of experience supporting senior executives or leadership teams
• Proven ability to work effectively in a high-change, fast-paced environment with shifting priorities
• Strong multitasking skills and the ability to manage a broad range of responsibilities across administrative, operational, and finance-related work
• High level of organization, attention to detail, and follow-through
• Strong judgment and ability to handle sensitive and confidential information
• Experience supporting calendar management, meeting coordination, event preparation, and travel logistics for senior leaders
• Exposure to business operations and corporate compliance processes, including Secretary of State registrations and related filings
• Basic understanding of finance operations and the merchant cash advance (MCA) space, with the ability to support related team requests
• Strong project management and coordination skills
• Advanced proficiency in Microsoft 365, especially Outlook, Excel, and PowerPoint
• Experience using AI tools such as ChatGPT
• Experience using Canva for presentations and visual materials
• Ability to collaborate effectively across leadership and cross-functional teams
• Experience working closely with or serving as backup support for other executive assistants is a plus
• Strongly preferred: prior administrative experience at a small to mid-sized finance companyBenefits:

• Competitive compensation package and bonus plan
• Core benefits including medical, dental, and vision
• Flexible work environment with the ability to work remotely, in a hybrid format, or in-office depending on business needs
• Flexible time off 

Job Type: Full-time, primarily remote with occasional in-office visits as needed; preference for candidates based in Utah.

Schedule: Monday to Friday