Operations Assistant

Position Overview:

This position provides administrative support for the executive division, in addition to typing, filing and scheduling, performs duties such as coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Independent judgment is required to plan, prioritize and organize diversified workload.

Required Education, Skills and Experience:

●       High School Diploma or equivalent

●       One year of Administrative Experience Preferred

●       Ability to maintain strict confidentiality

●       Organized and Completes projects in a timely manner

●       Ability to problem solve and think quickly on their feet

●       Excellent verbal and written communication skills

●       Commitment to excellence and high standards

●       Versatility, Flexibility and a willingness to work within constantly changing priorities with enthusiasm

●       Works well independently and in group settings

●       Proficient in Microsoft Office, PowerPoint, Outlook, Excel and Word

●       Dependability and Initiative

●       Quality; Demonstrates accuracy and thoroughness; Evaluated own work to ensure high quality

●       Problem Solving; Identifies and resolves problems in a timely manner, gathers and analyzes information skillfully; develops alternative solutions

Essential Functions/Responsibilities (other duties may be assigned):

●       Provide Administrative support to the executive division

●       Schedules and organizes activities such as meetings, travel and conferences

●       Establishes, develops, maintains and updates filing system and binders for executives; Retrieves information from files when needed

●       Organizes and prioritizes large volumes of information and calls

●       Drafts written responses or replies by phone or email when necessary; Responds to regular occurring requests for information

●       Handles confidential and non-routine information

●       Works independently on special nonrecurring and ongoing projects

●       Handle incoming and outgoing mail; sorts and delivers mail to proper persons and departments, they may be expected to open some of this mail and prioritize it for accounts payable and receivable departments

●       Assisting with office supply inventory and purchasing

●       Types and design general correspondences, memos, charts, tables, graphs, business plans, etc.; Proofreads for spelling, grammar and layout, making appropriate changes; Responsible for accuracy and clarity of final copy

●       Assists in office organization, cleaning, and sanitizing

●       The assistant also may be called upon to perform errands for other office personnel and executives on a typical workday

●       May operate in front desk capacity as needed

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties. While performing the duties of this job, the employee is regularly required to sit, talk, hear, and use hands to write, type or operate office equipment. The employee is occasionally required to reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and smell. The employee is required to perform repetitive motions, including reaching above the head, and typing. The employee must occasionally lift up to 50 pounds and/or carry objects weighing up to 25 pounds. Specific vision abilities required by this job include peripheral vision, depth perception, and ability to adjust focus.

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