Administrative Operations Specialist

About the Role

You will be an essential partner to an Oceans client, managing their professional life and helping them stay organized, on track, and focused on high-priority goals.

This role requires exceptional organization, the ability to anticipate needs, and the ability to communicate effectively.

You'll handle their work-related calendars, correspondence, and administrative tasks, all while ensuring seamless communication across various internal and external teams.

This role requires exceptional organization, the ability to anticipate needs, and the ability to communicate effectively.

You'll play an important role in streamlining operations and helping your client achieve success without taking on management responsibilities or representing them in meetings.

Your success as an Administrative Operations Specialist will be measured by your ability to keep your client’s professional life running smoothly, allowing them to focus on their highest-value tasks.

Here’s how you’ll make an impact:

• Work Calendar & Scheduling Management
• Manage and optimize your client’s work calendar, scheduling meetings, appointments, and events based on business priorities.
• Coordinate meetings with internal teams, clients, and other stakeholders, ensuring efficient use of their time.
• Organize and prioritize daily tasks, meetings, and follow-ups to ensure deadlines are met.
• Handle business travel arrangements based on the client’s work schedule and specific needs.

• Correspondence & Communication
• Serve as the point of contact for your client’s emails, phone calls, and other professional communication, ensuring responses are timely and professional.
• Manage and streamline the flow of information to ensure your client receives all the relevant updates and data they need.
• Prepare and organize materials for meetings, including agendas, presentations, and reports.

• Employee & Client Relations
• Act as a liaison between your client and their internal teams, ensuring smooth communication and follow-through on tasks and initiatives.
• Help manage positive and productive relationships with key stakeholders.
• Provide logistical support for client-facing meetings, including coordination of schedules, follow-ups, and additional requirements.

• Task & Project Coordination
• Coordinate small-scale projects and tasks that align with your client’s strategic goals, tracking progress and ensuring all milestones are achieved.
• Research and compile information as needed for ongoing tasks or initiatives.
• Assist with ensuring deadlines are met, proactively following up on open tasks.

Your primary stakeholder will be the Executive you support, working alongside their internal teams and external stakeholders.

You’ll help manage the flow of information and keep the work environment organized, enabling your client to focus on the strategic aspects of their role.

At Oceans, you’ll also receive guidance and support from your Operations Manager, who will help you succeed in the role and ensure that you’re continuously growing and developing in your career.

To excel in this role, you should have:

• Language Skills: Professional fluency in English, with excellent reading, writing, and speaking abilities.
• Experience: At least 5 years in a communication-heavy role at a reputable firm, demonstrating strong interpersonal and organizational skills.
• Education: An undergraduate degree is preferred, though relevant work experience is also valued. Certifications such as an MBA, CFA, CIM, CIPM, or CIMA will be considered as an added advantage.

Diversity of experience is core to Oceans. You are expected to work inclusively with individuals from a variety of backgrounds, ensuring that both personal and collective dignity are supported.

During the interview process, you’ll have the opportunity to showcase your skills in the following areas:

• Empathy: How comfortable are you with putting yourself in the shoes of the other person and anticipating needs?
• Time Management & Adaptability: How do you handle multiple tasks and shifting deadlines while staying organized?
• Communication: Can you manage professional communication and correspondence while maintaining professionalism and clarity?
• Stakeholder Coordination: How do you effectively work with teams and external parties to ensure everything runs smoothly while balancing multiple priorities?
• Attention to Detail: How do you ensure accuracy in meeting preparation and follow-ups?
• Taking Initiative and Ownership: How do you go above and beyond your given tasks to add value and drive efficiency?
• Problem-Solving: How do you handle scheduling conflicts and other administrative challenges?
• Tech Proficiency: What digital tools or software have you used to streamline tasks and improve workflows?