Operations Assistant - Be the Backbone That Holds Everything Together

Job Description: Operations Assistant

Reports To: Operational Manager & President

Department: Operations & Administration

Employment Status: Volunteer / Staff Support

Location: Remote (with on-site requirements for inventory management and event logistics)

About Pretty With Purpose, Inc.

Pretty With Purpose, Inc. is a nonprofit organization dedicated to empowering young women through mentorship and leadership development. Our mission is to cultivate a community of strong, capable, and resilient young women who are equipped to succeed in all aspects of life. We value collaboration, commitment, growth, and work-life balance.

Position Summary

The Operations Assistant supports the daily operational needs of the organization to ensure efficiency in program delivery. You will work directly with the Operational Manager to manage the "back-of-house" logistics that keep PWP running, including inventory management, vendor coordination, and logistical tasks.

Operating within the MOCHA framework, you serve as the Helper (H) to the Operational Manager, providing hands-on support to execute decisions regarding procurement, asset protection, and resource distribution.

Key Responsibilities

Inventory & Resource Management

• Asset Protection: Maintain an accurate inventory of PWP property, including program supplies, branded merchandise, and event materials. Ensure assets are protected from loss or damage.
• Supply Chain: Monitor stock levels for office and program supplies; prepare purchase requests for approval by the Operational Manager or Treasurer.
• Distribution: Coordinate the packing and distribution of materials to Program Coordinators (e.g., binders for Mentors, supplies for Monthly Activities) prior to events.

Vendor & Stakeholder Coordination

• Vendor Relations: Assist in coordinating with external vendors for services such as printing, shipping, and facility maintenance.
• Procurement: Assist in researching comparative prices for purchases to ensure cost-effectiveness and compliance with financial policies regarding purchases over $500.
• Logistics: Support the logistical setup for major events (Gala, conferences) by managing load-in/load-out schedules and vendor deliveries.

Operational Efficiency & Compliance

• Process Execution: Execute Standard Operating Procedures (SOPs) designed by the Systems & Workflow Analyst to streamline operations.
• Record Keeping: Maintain digital and physical records of vendor contracts, receipts, and inventory logs in SharePoint/OneNote.
• Safety Compliance: Assist in ensuring that all venues and operational activities meet safety standards and policy requirements.

Outcomes & KPIs

• Inventory Accuracy: Maintain 100% accuracy on monthly inventory audits of PWP supplies and merchandise.
• Response Time: Ensure all internal supply requests from Program Directors are fulfilled or addressed within 48 hours.
• Cost Efficiency: assist in reducing operational costs by identifying cost-effective vendors and minimizing waste.
• Operational Support: Successfully execute logistics for 100% of assigned events without critical resource shortages.

Qualifications

• Experience: Previous experience in operations, logistics, retail management, or office administration is preferred.
• Technical Skills: Proficiency in Microsoft 365 (Excel for inventory tracking), and familiarity with project management tools (Asana, Monday.com).
• Organization: Strong attention to detail; ability to lift/move boxes (up to 25 lbs) for inventory management may be required.
• Communication: Clear verbal and written communication skills for interacting with vendors and staff.

Expectations & Commitment

• Time Commitment: Estimated 5–10 hours per week. Availability for specific events (evenings/weekends) may be required for logistical support.
• Confidentiality: Must sign a Non-Disclosure Agreement (NDA) regarding internal operational strategies and vendor contracts.
• Professionalism: Demonstrate the "Eagle Way" values of integrity and reliability in all vendor and staff interactions.

Equal Opportunity

Pretty With Purpose, Inc. is an equal opportunity organization. We encourage applications from all qualified candidates regardless of race, religion, gender, national origin, or ability.