Operations Administrative Assistant

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

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Such accommodations will be reviewed by management on a case-by-case basis. While performing the duties of this job, the employee is regularly required to stand; walk, use hands to grasp, handle, or feel; reach with hands and arms and talk or hear.

EOE M/F/D/V