Operations Administrative Assistant

Job Type
Full-time
Description
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)
Requirements

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