Operational Assistant

Job Description

Job Description

Job Title: Operational Assistant
Department: Business Operations
Reports To: Director of Business Operations
Schedule: Monday–Friday, Full-Time, In-Person
Classification : Year-Round, Salaried Position, Exempt Employee

Overview

Pine Haven Boys Center is a private, non-profit, non-sectarian residential and educational facility serving boys ages 6–14 who have experienced trauma, neglect, and behavioral or emotional challenges. Located on over 100 acres in Allenstown, NH, Pine Haven provides intensive therapeutic and academic programming to support student growth and long-term success.

Pine Haven Boys Center is seeking a dependable, detail-oriented, and highly organized Operational Assistant to provide administrative and operational support to ensure the efficient day-to-day functioning of the organization's business department. This position assists with a wide range of operational, financial, administrative, and communication functions while helping resolve daily business needs. The Operational Assistant works closely with the Business Operations Team, vendors, and outside service providers to ensure business operations run efficiently and effectively.

Distinguishing Characteristics

• Maintains strict confidentiality in all administrative and personnel matters
• Provides a professional, welcoming, and organized presence
• Highly detail-oriented with strong follow-through and documentation accuracy
• Dependable and consistent in a Monday-Friday, on-site schedule
• Demonstrates initiative, problem-solving, and sound judgment in administrative workflows
• Serves as a primary administrative resource for Business Operations, prioritizing tasks and recommending process improvements as appropriate

Key Responsibilities

Business Operations

• Assist with the daily operations of the business office. 
• Coordinate service requests with outside vendors for telephone systems, internet, office equipment, security systems, and other operational needs. 
• Work with maintenance and external service providers to resolve operational issues in a timely manner. 
• Maintain office supply inventories and coordinate purchasing for the organization. 
• Assist with improving office procedures and business workflows. 
• Support special operational projects as assigned. 

Payroll and Financial Support

• Assist with payroll preparation, timekeeping review, and payroll documentation. 
• Provide support with Accounts Payable and assist with Accounts Receivable as needed.

Communications and Marketing

• Assist in preparing internal communications and employee announcements. 
• Help maintain the organization's website in conjunction with external provider. 
• Assist in designing and distributing newsletters, flyers, and promotional materials. 
• Support fundraising initiatives and public relations activities. 
• Assist with marketing projects that promote organizational programs and services. 
• Assist with organizational events and activities that support a positive culture.

Administrative Support

• Prepare correspondence, reports, presentations, and spreadsheets. 
• Coordinate meetings, calendars, and scheduling. 
• Maintain electronic and paper filing systems. 
• Answer phones and provide professional customer service when needed. 
• Assist with administrative tasks and special projects. 
• Perform other duties as assigned to support organizational operations. 

Compliance and General Support

• Maintain confidentiality of financial, personnel, and organizational information. 
• Assist with maintaining policies, procedures, and compliance documentation. 
• Provide administrative support to the Policy, Compliance, and Risk Management Specialist by assisting with accreditation activities, onboarding, compliance documentation, training coordination, and other departmental initiatives.
• Ensure assigned work is completed accurately and within established timelines. 
• Support collaboration among departments to improve organizational efficiency. 

• Associate’s degree in Business Management, Human Resources, Business Administration, or a related field preferred,   equivalent experience considered
• 2 years of administrative experience required; business operations experience preferred
• Experience in human services, education, healthcare, or nonprofit settings preferred
• Proficiency with Microsoft Office Suite and standard office technology

• Familiarity with ADP systems preferred
• Strong written, verbal, and interpersonal communication skills
• Demonstrated ability to manage confidential information with discretion
• Excellent organizational skills with the ability to manage multiple priorities
• Commitment to Pine Haven’s mission and values

Work Environment

This position is based on-site at Pine Haven’s residential campus and is office-based. The role requires regular interaction with staff and visitors. Attention to detail, professionalism, and consistent administrative accuracy are essential.