Operations Administrative Assistant

Operations Administrative Assistant

The Operations Administrative Assistant is responsible for providing comprehensive support to all Operations leadership, including the executive team. This role will assume a variety of administrative tasks currently performed by Operations management, thereby centralizing these functions and enabling management to dedicate greater attention to their respective departmental priorities and cross-functional initiatives. The Ops Admin Assistant must have excellent attention to detail, great prioritization and time-management skills, and a positive, proactive, and creative mindset.

The shift for this role is Monday - Friday, 9:00am - 5:00pm ET. This role reports to Operations Leadership.

Essential Job Responsibilities

• Scheduling Operations meetings, compiling and distributing agendas, and maintaining and distributing meeting notes and recordings
• Maintaining Operations intranet pages amidst personnel and policy changes
• Updating and maintaining Operations documentation and training materials and distributing the same to all necessary parties
• Drafting weekly Ops update emails for executive team
• Drafting Ops-specific newsletters and Ops contributions to company-wide newsletters
• Tracking management deadlines (annual reviews, budgets, expense reports, etc.)
• Tracking employee training requirements and promotion benchmarks
• Assisting with expense reporting and reconciliations
• Coordinating department-specific events, including travel arrangements, activities/tours reservations, and restaurant reservations
• Arranging meeting rooms, catering, and hotel rooms for quarterly executive team meetings
• Assisting with monthly and quarterly reporting
• Maintaining distribution lists, email templates, and organizational charts
• Assisting leadership with new employee onboarding (maintaining job descriptions, reviewing resumes and assessment scores and filtering candidates)
• Assisting with updating documentation in company-wide databases
• Arranging cards and gifts for Ops employees
• Other administrative support as needed

Compensation: $24.04 - $28.85 per hour, commensurate with experience

Benefits:

• Medical insurance
• Dental insurance
• Vision insurance
• Health Savings Account
• Voluntary Term Life Insurance
• Voluntary Long-Term Disability
• Paid Time Off
• Paid Holidays
• 401(k)
• Employee Assistance Program (EAP)

Qualifications:

• Minimum 3 years of prior AA or EA experience
• 2- or 4-year college degree
• Proficiency in all Microsoft products (Word, Excel, Teams, SharePoint, PowerPoint)
• Proficiency in arranging travel (flights, hotels, tour and restaurant reservations, etc.)
• Excellent attention-to-detail and organizational skills
• Excellent time-management and prioritization skills
• Must act proactively and with urgency, and offer creative solutions when necessary
• Must maintain a collaborative, positive, and professional mindset
• Must maintain a flexible work schedule Must work well under pressure and without direct supervision
• Must be able to work in a confidential and professional environment

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Such accommodations will be reviewed by management on a case-by-case basis. While performing the duties of this job, the employee is regularly required to stand; walk, use hands to grasp, handle, or feel; reach with hands and arms and talk or hear.

EOE M/F/D/V