Operations and Administrative Specialist

Operations and Administrative Specialist

Location: NYC 2-3 days a week
Reports To: Operations and Marketing Manager

About Verae

Verae is a cutting-edge tech startup working with the co-inventor of blockchain to develop new blockchain-based technology with an initial use case in supply chain and sustainability tracking. We are a small, innovative team with a vision to revolutionize industries with our unique technology.

We seek a highly structured and detail-focused Operations and Administrative Specialist to support our daily operations, maintain corporate compliance, and ensure the smooth functioning of internal systems. This role requires strong administrative execution, business operations experience, and proficiency in managing internal processes, documentation, and tools like HubSpot and Asana.

The ideal candidate is not just an administrative assistant—we’re looking for someone with experience managing operations and optimizing business processes in a fast-paced environment.

Key Responsibilities

Operations & Internal Process Management

• Plan, organize, and execute event and conference logistics, including registration, scheduling, travel, and on-site administration.
• Develop and maintain a structured filing system for operational, financial, and HR documents, ensuring compliance with data security best practices.
• Optimize and document internal workflows to improve efficiency and scalability across departments.
• Manage and enhance company-wide tools (e.g., Asana, Google Drive) to streamline collaboration and project tracking.
• Support onboarding processes for new hires by creating and updating employee resources, account setup instructions, and training materials.

Corporate Compliance & Legal Support

• Monitor and maintain compliance with federal, state, and local regulations to protect the company’s legal standing.
• Manage documentation for corporate filings (e.g., annual reports, business licenses, registered agent services).
• Schedule and coordinate internal and external meetings (Calendly), capture meeting minutes, and write structured agendas.
• Ensure compliance with insurance policies, tracking renewals and updates.
• Work with external legal and financial advisors as needed to fulfill corporate requirements.

Administrative Support & Coordination

• Monitor and respond to general company inquiries, directing them to the appropriate individuals or teams.
• Oversee and execute travel arrangements and expense tracking for team members.
• Maintain and standardize internal documentation, templates, and reporting structures for efficient day-to-day operations.

Marketing & HubSpot Support

• Assist the Marketing team in managing leads, data entry, and campaign tracking within HubSpot.
• Ensure HubSpot is updated and properly utilized for marketing and sales processes.
• Schedule and publish approved blog posts and social media content in coordination with the Operations and Marketing Manager.
• Coordinate and administer marketing-related events, webinars, or conferences as needed.

Qualifications & Experience

Required Skills & Experience:

• 1–2+ years in business operations, administrative coordination, or process management.
• Proficiency in Asana (or similar project management tools) and HubSpot (or willingness to learn quickly).
• Strong ability to manage structured documentation, corporate records, and compliance tracking.
• Proven experience optimizing workflows and maintaining organized systems.
• Highly organized, detail-oriented, and able to handle multiple priorities in a fast-paced environment.

Preferred Qualifications (Nice-to-Have):

• Experience in a startup environment.
• Familiarity with corporate compliance or financial processes.

What We Offer

• Opportunities for growth and professional development.
• Flexible work arrangements (remote or hybrid).
• Health insurance.
• Salary range: $60,000 – $70,000 (dependent on experience and location).
• Possibility of equity in the company based on performance and contributions over time. As Verae grows, we value long-term team members and may offer equity opportunities to those who demonstrate significant impact on the company’s success.
• Visa sponsorship available if needed.

How to Apply

To apply, please submit your resume to hiring@verae.com.