What you’ll do:

1) Legal, compliance & entity support

You will act as the organizational and compliance gatekeeper across entities.

Organize, maintain, and version contracts, NDAs, MSAs, SOWs, and related legal documents across all entities
Track signature status, effective dates, renewal dates, and termination notice periods
Maintain a centralized contract register (entity, counterparty, term, scope, status)
Assist with licensing and regulatory compliance research and tracking (by state, platform, or jurisdiction)
Monitor compliance deadlines (renewals, reports, required filings) and flag upcoming actions
Coordinate with attorneys, CPAs, and advisors for document requests and follow-ups
Prepare intake summaries or draft materials prior to engaging legal counsel
Ensure contractor vs. employee documentation alignment (W-9s, agreements on file, classification consistency)

2) Contractor & vendor administration

You will maintain structural clarity and vendor hygiene.

Track active contractors and vendors by entity (scope, rate, payment cadence, status)
Ensure executed SOWs align with actual work being performed
Flag scope creep, misalignment, missing approvals, or missing documentation
Coordinate invoice collection, review, and approval workflows
Maintain clean contractor/vendor lists by entity
Light onboarding/offboarding support (docs, access lists, coordination)

3) Accounts payable & payment support (light AP)

You will provide execution support after approvals are given (not financial decision-making).

Coordinate and process approved payments for contractors and vendors (post-approval)
Support payment of select personal/household bills as directed by Founder (post-approval)
Track payment schedules and maintain a simple payment log (what, who, entity, date, status)
Confirm invoices match approved scope (basic check) and flag discrepancies before payment
Communicate with EverLedger as needed to support accurate bookkeeping and payment records (invoice routing, categorization questions, documentation requests)

4) Virtual mailbox & mail management

You will keep inbound mail handled, routed, and searchable.

Set up virtual mailbox service(s) for Founder and/or designated entities
Monitor incoming mail, scan/download, and categorize by entity and type (legal, tax, banking, vendors, etc.)
Route items to the appropriate person/vendor/advisor and flag time-sensitive items to Founder
Maintain organized digital filing of mail and related documents in the correct folder locations
Track any recurring mail items and create a simple “action needed” queue when applicable

5) Cross-entity Founder support (currently not required)

If/when needed, you will help reduce cognitive load and keep execution tight.

Assist with staying organized across multiple entities (as needed)
Track open loops delegated verbally or in passing and keep a running status list
Maintain a Founder action list with priorities and next actions
Prepare summaries/briefing notes before meetings when requested
Capture decisions and next steps from calls when required and route action items

6) Documentation, systems & light ops

You will prevent operational entropy and version chaos.

Maintain internal folder structures, naming conventions, and basic access organization
Keep SOPs, policies, and reference docs current and easy to find in Notion
Draft, edit, and clean up internal process docs as needed
Ensure a single “latest version” exists for key docs (no duplicates floating around)
Light research when requested (tools, vendors, requirements, options)

7) Optional / as-needed support (flexible)

You will handle special projects without role drift.

Working style

Skills & experience

Experience supporting a founder/executive or small leadership team in a fast-moving environment
Strong operational organization (systems, naming conventions, version control, registers/logs)
Comfort coordinating with outside counsel, CPAs, and vendors
Ability to manage multiple concurrent threads without dropping details
Excellent written communication and follow-up

FaithOnline

Benefits at FaithOnline