Operations Executive Assistant

Job Description

Job Description

Operations Executive Assistant

Job Status: Full-Time

FLSA Status: Non – Exempt

Reports To: Integrator/Operations Manager

Work Schedule: Monday – Friday 7:00am – 5:00pm

Positions Supervised: None

POSITION SUMMARY

We are seeking a proactive, detail-oriented Operations Coordinator/Executive Assistant to support the smooth execution of operational, administrative, and reporting functions across multiple departments. This role will serve as a critical hub for coordination between leadership, operations, and administrative teams, and will help drive efficiency by managing recurring processes, tracking performance metrics, assisting with reporting, and supporting general operational needs.

The ideal candidate is highly organized, comfortable juggling multiple priorities, and enjoys working behind the scenes to keep things running smoothly.

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Statement(s)

ADMINISTRATIVE & OPERATIONAL SUPPORT

• Prepare and distribute materials for weekly meetings, including agenda preparation and follow-up reporting.
• Update and maintain departmental and company-wide scorecards.
• Manage calendars for operations and leadership team members, including scheduling of Quarterly Conversations and Employee Reviews.
• Coordinate and collect 90-day performance review forms for construction employees.
• Obtain necessary approvals and signatures for contracts, vendor invoices, PTO requests, and other operational documents.
• Handle miscellaneous errands and occasional personal assistant tasks (e.g., lunch pickups).

OPERATIONS & REPORTING SUPPORT

• Assist in compiling data and preparing recurring reports (weekly, quarterly, etc.) for leadership.
• Support with job cost analysis and reporting; gather and organize data in a meaningful, decision-supportive way.
• Help manage internal support tickets in Davisware/Vision software system.

PROJECT & PROCESS SUPPORT

• Assist with quote tracking, follow-up, and improving deadline management for proposals.
• Provide general support for operations improvement projects or initiatives.
• Interface with cross-functional teams to gather data and track status updates.

OTHER RESPONSIBILITIES

• Provide occasional support for email management for leadership team members.
• Take on evolving tasks as needed to support operations and company leadership.
• Coordinate with vendors to plan annual training week.
• Perform other duties as assigned.

QUALIFICATIONS

• Proven experience in operations support role.
• Strong organizational and time management skills.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook).
• Excellent written and verbal communication skills.
• Ability to prioritize tasks independently and adapt in a fast-paced environment.
• Attention to detail with a high level of accuracy.
• Comfortable handling confidential or sensitive information with discretion.

PREFERRED SKILLS

• Experience with reporting and data analysis.

EDUCATION

• High school diploma or GED required, Associate's degree preferred.

COMPETENCY STATEMENTS

• Accountability – Ability to accept responsibility and account for your actions.

• Accuracy – Ability to perform work accurately and thoroughly.

• Analytical Skills – Ability to use critical thinking and reasoning to solve problems.

• Communication, Oral – Ability to communicate effectively with others using the spoken word.

• Communication, written – Ability to communicate in writing clearly and concisely.

• Detail Oriented – Ability to pay attention to the minute details of a project or task.

• Ethical – Ability to demonstrate conduct conforming to values and accepted standards.

• Honesty/Integrity – Ability to be truthful and be seen as credible in the workplace.

• Organized – Organizing or following a systematic method of performing a task.

• Time Management – Ability to utilize the available time to organize and complete work within a given deadline.

• Working Under Pressure – Ability to complete assigned tasks under stressful situations.

WORK ENVIRONMENT Typical busy office environment.

➢ Illinois Oil Marketing Equipment provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

❖ Safety Sensitive Functions-This position is deemed Safety Sensitive since a person improperly performing the essential or marginal functions of the job would constitute a threat to the health and safety of the employee, the employee's co-workers, and/or the public at large.

The company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the company reserves the right to change this job description and/or assign tasks for the employee to perform, as the company may deem appropriate.

*IOME does not offer sponsorship for work visas.

Starting Wage: $20.00 to $25.00 per hour