Operations Executive Assistant

The Operations Executive Assistant is an integral part of a dedicated and highly skilled team, responsible for providing outstanding customized service. Maintaining a high level of service is critical to the success of this position. The individual in this role is responsible for performing a broad spectrum of both administrative and facilities activities.

Reporting Relationship:

Vice President of Operations

DUTIES & RESPONSIBILITIES: 

Administrative

• Complete a broad variety of administrative tasks including managing calendars; handling logistical items; composing and preparing correspondence; and arranging travel plans, itineraries, and agendas.
• Create presentations and other meeting materials using various software.
• Work closely and effectively with the VP of Operations to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Demonstrate professionalism and courtesy in representing the VP of Operations through interaction with internal and external colleagues, vendors, and partners.
• Receive, sort, and distribute incoming mail and packages; prepare and send outgoing mail, ensuring timely and accurate delivery.
• Monitor inventory levels, order, and restock office and kitchen supplies to support daily operations.
• Assist with projects and follow through to successful completion.
• Serve as a backup for other Executive Assistants, as needed.

Facilities

• Coordinate building maintenance vendors for interior cleaning, lawn care, trash service, etc.
• Coordinate with vendors for maintenance, repairs, and facility-related services.
• Report facility issues and follow up to ensure timely resolution.
• Manage and maintain electronic systems, records, and contacts; assist with tracking, reporting, and document completion.
• Establish and maintain relationships with new and existing vendors.
• Evaluate vendor performance to ensure quality service and cost-effectiveness.

Other

• Assist with the organization and filing of various documents.
• Prioritize conflicting needs, handle matters efficiently and proactively.
• Work with other administrative staff to coordinate meetings and projects.
• Effectively collaborate and communicate with others; attentively listen, ask questions, work well with others, and demonstrate a desire to be part of a team.
• Exercise sound judgment and an appropriate sense of urgency.
• Complete other projects and duties as assigned.

REQUIREMENTS:

• Bachelor’s degree preferred.
• At least 3-5 years of experience supporting leaders.
• Proficiency in Outlook, Word, Excel, and PowerPoint.
• Ability to manage multiple projects simultaneously with efficiency; strong attention to detail.
• Strong interpersonal skills and the ability to build relationships with internal and external staff, and people outside the organization.
• Proven track record of providing outstanding customer service with a professional, tactful demeanor.

ADDITIONAL REQUIREMENTS:

• Ability to lift and move boxes of office and kitchen supplies.
• Must maintain the highest standard of professional conduct, ethics, and integrity in all operations.
• Uncompromised commitment to the highest level of confidentiality and sensitivity to privacy in all aspects of job responsibilities must be exercised at all times.