Job Description

Job Description

Job Description

Description:

Under the supervision of the Director of Operations, the Operations Administration Assistant (OAA) assist with the coordination and management of internal company functions as well as interface with operational customers and employees over the phone. This role supports area managers, office management, and field employees. In addition, the Operations Administrative Assistant performs general clerical duties as assigned such as preparing reports, file records, tracking inventory, etc. They are expected to submit all required paperwork and complete task within designated timeframes, and assist with orientation and training of new hires. The OAA also maintains adequate inventories of all required supplies and property, reviews and verifies operations invoices, and may serve as HR liaison between Operations and Support Services.

Job Duties

• Organizing and maintaining files and records for operations.
• Assist with preparing and editing operations correspondence, reports, and presentations.
• Coordinates projects workflow, establishing and communicating priorities, and maintaining confidential files and records
• Ensure all project-related information/updates, reoccurring tasks, new assignments are entered into the team management application.
• Act as POC for office assistance.
• Assists with planning and scheduling meetings and appointments.
• Maintains office supply inventory by checking stock to determine inventory level; anticipating needed office supplies.
• Liaises with executives direct reports to ensure timely communication of requests and projects.
• Compiles operational data, enters into automated processing systems, and verifies accuracy.
• Produces routine, numerical reports for management information and human resources tracking.
• Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements.
• Designs, organizes, and maintains specialized and custom forms, records, reports, files, and logs to support technical work processes for the operations department and other departments as needed.
• Designs, develops, and maintains spreadsheets requiring data interpretation and manipulation; removes and archives inactive records or files; researches and assembles information from a variety of sources for the completion of specialized forms and technical reports; copies, compiles and distributes contracts, reports, documents, and other materials.
• Organizing and maintaining server files and records. Act as “Gatekeeper” for company server. Move, rename and save files as needed and establish a matrix for all departments.
• Handle all incoming calls from customers or employees and resolve immediate problems by coordinating practical solutions and providing excellent customer service.
• Making travel and other arrangements as requested.
• Receives and screens visitors and/or telephone calls, providing general and specialized information regarding departmental functions that may require the use of judgment, tact and sensitivity and the interrelation of policies, rules and procedures; skillfully handles complaints and inquiries; researches and responds to requests or refers complaints and requests to other staff when warranted.
• Assist the training department with developing, organizing, and issuing training material to existing and new hires.
• Special project/event coordinator.
• Receptionist duties as assigned.
• All other duties assigned.

• Bachelor degree or minimum of seven (7) years of increasingly responsible office administrative or specialized administrative and project support; or an equivalent combination of training and experience.
• Strong work tenure: Five (5) to ten (10) years of experience supporting C-Level Executives or Directors, preferably in a non-profit organization.
• Spanish language skills are preferred.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point) Adobe Acrobat and Social Media web platforms.
• Available to work Monday-Friday and be on call on weekends as needed.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong customer service and interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
• Expert level written and verbal communication skills.
• Adherence to timelines and schedules with good follow through on projects and deliverables.
• Excellent attendance record.
• Demonstrated proactive approaches to problem-solving with strong decision-makingcapability.
• Emotional maturity.
• Highly resourceful team player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Forward-looking thinker, who actively seeks opportunities and proposes solutions.
• Experience supporting senior level Executives, preferably in a non-profit organization.
• Be able to pass a background check and screening requirements as required by contract andcompany standards.

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