Overview
Executive Assistant & Operations Coordinator Jobs in Raleigh-Durham-Chapel Hill Area at TruePani Inc.
Title: Executive Assistant & Operations Coordinator
Company: TruePani Inc.
Location: Raleigh-Durham-Chapel Hill Area
TruePani is a consulting and engineering firm helping communities ensure safe drinking water through lead and PFAS compliance programs. We work across multiple states and provide field services (e.g., infrastructure inspections and water sampling), data management, and consulting services.
We are seeking a highly organized, proactive Executive Assistant & Operations Coordinator to support TruePani’s two founders and office director with internal operations. This role is a blend of executive support, coordination, HR administration, and light accounting support. A technical understanding is helpful in order to understand the work that TruePani does.
The ideal candidate anticipates needs and helps keep priorities moving. This role helps the founders stay focused on high-impact work while ensuring the company operates smoothly. It is ideal for someone who enjoys being at the center of a mission-driven, fast-growing organization and enjoys wearing many hats and is comfortable reporting to and communicating with three managers.
This is a hybrid role based in Raleigh, NC, with some (est. 3 per week) in-person days at our offices (located in West Raleigh off Hillsborough Street near NC State campus) and some days working from home.
ResponsibilitiesExecutive Support & Coordination
- Draft emails, follow-ups, and light correspondence
- Manage calendars, scheduling, and travel logistics
- Prepare meeting agendas, take notes, and track action items
- Coordinate internal and external meetings across multiple time zones
- Track priorities and deadlines across projects
- Ensure meetings result in clear action items and owners
- Organize documents, folders, and shared resources
- Help prepare materials for presentations and proposals
- Elevate time-sensitive items for resolution
HR & Team Operations
- Assist with onboarding coordination and new employee setup
- Maintain employee records and internal HR trackers
- Help coordinate recruiting logistics (interview scheduling, candidate communication)
- Track employee certifications, training, and compliance documentation
- Coordinate company events, trainings, and internal communications
- Support administration of employee benefits and HR documentation
Accounting & Administrative Operations
- Assist with basic accounting workflows (invoice tracking, expense reimbursements, and vendor coordination)
- Maintain internal financial and operational trackers
- Help organize financial documentation for accounting and tax preparation
- Assist with contract tracking and administrative compliance tasks
Qualifications
- 3+ years in an executive assistant, administrative, operations, HR, or coordination role
- Exceptional organization and attention to detail
- Strong written communication skills
- Comfortable managing multiple priorities simultaneously
- Proactive and solutions-oriented
- High level of discretion and professionalism
- Experience with Google Workspace, calendars, and task tracking tools
- Highly proficient with Excel; experience with databases preferred
- Experience supporting HR administration, accounting processes, or business operations is a plus
In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. Background checks will be required. A valid driver's license and acceptable driving record for at least the last two years is required.
About TruePani
TruePani Inc. is a trusted subject-matter expert in drinking water quality. TruePani has a strong reputation for providing cost-effective solutions to challenging environmental problems and contributing to the community through outreach and educational events centered around environmental issues and public health.
Founded in 2016, TruePani is a 100% female-owned small business with DBE certification. Benefits to eligible employees include health, vision, and dental insurance, a 401(k) plan with 5% employer contribution, unlimited PTO and 11 company holidays, and paid parental leave.
To Apply
Please email both a RESUME and COVER LETTER to [email protected].
The subject line of the email must contain EXECUTIVE ASSISTANT APPLICATION.
