Operations Assistant

The Operations Assistant, provides comprehensive administrative and operational support across the organization. This role serves as the central point of coordination for office operations, correspondence, records management, and governance support.


Success in this position requires strong organizational ability, professional written communication, and the capacity to manage competing priorities in support of the Executive Director and the broader staff.


Essential Functions of the Job:

• Monitor and respond to the organization's email accounts and phone lines.
• Respond directly to routine inquiries and route all other correspondence to the appropriate staff member, ensuring inquiries are addressed within established response times.
• Answer incoming calls professionally and directing callers to the appropriate staff member or department.
• Attend meetings and prepare accurate, complete minutes for review and approval.
• Support Executive Director with assembling Board packets.
• Open, sort, and process all incoming mail, routing items to the appropriate staff member and handling time-sensitive materials promptly.
• Coordinate outgoing mail, including special handling and shipping logistics for time-sensitive materials.
• Handle general office operations including inventory of supplies, maintaining office equipment, and vendor coordination.
• Support with administrative needs of staff, including copying, scanning, preparing meeting materials, and document formatting.

Qualifications:

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Excellent organizational and time management skills, with the ability to manage competing priorities and meet recurring deadlines.
• Strong communication skills, both verbal and written, with a professional and polished writing style.
• Detail-oriented with a demonstrated commitment to accuracy.
• Ability to exercise sound judgment and maintain strict confidentiality.
• Ability to work both independently and as part of a team.
• Prior experience in administrative or office management roles preferred.

Additional Requirements:

• Must be able to lift up to 25 pounds for filing, shipping, or office supply management.
• Must be able to sit or stand for extended periods of time.
• Travel required for offsite horse shows, meetings and events.
• Ability to work evenings or weekends as needed, including for Horse Shows, Conventions, Donor Events, Committee, Council, and Board meetings.

This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Employment with the American Saddlebred Horse & Breeders Association is at-will and may be terminated by either the employee or the Association at any time, with or without cause or notice.