Top Division Operations Executive jobs in Eugene, OR

Job Summary:
The Operations Manager/Executive Assistant is responsible for providing comprehensive support across administrative, HR, and financial functions. Reporting directly to the Finance and Operations Director, this role involves diverse tasks aimed at ensuring operational efficiency. This role requires excellent organizational skills, strong attention to detail, and the ability to multitask effectively.

Responsibilities:

• Efficiently manage incoming mail and packages.
• Prepare and deposit checks accurately and promptly as required.
• Greet guests who visit the office.
• Answer general phone inquiries and emails professionally, providing timely responses or directing queries to the appropriate staff members.
• Compile all necessary documents for board meetings and governance meetings, including financial reports, program updates, and strategic plans.
• Ensure the timely distribution of board documents to members prior to meetings, maintaining confidentiality and accuracy.
• Collaborate with department heads to gather relevant information and reports for inclusion in board materials.
• Coordinate logistical aspects of board meetings, including scheduling, venue setup, and catering arrangements.
• Record precise minutes during board meetings and distribute them to relevant stakeholders.
• Function as Executive Assistant to the Executive Director and Deputy Director with emails, scheduling, purchasing and travel.
• Responsible for completing and disseminating management meeting minutes and agenda staff meetings.
• Assist staff members as needed, including purchasing, travel arrangements, meeting scheduling, and event coordination.
• Assist in managing and renewing business insurance policies, ensuring compliance with regulatory standards.
• Maintain organized documentation related to insurance policies and claims.
• Enter accounts payable data accurately into the accounting system, ensuring completeness and correctness of financial records.
• Collaborate closely with the Controller to verify credit card transactions for proper documentation and coding.
• Support the administration of employee benefits programs, addressing inquiries from staff and assisting with issue resolution.
• Assist with benefits enrollment processes and maintain accurate records.
• Update and maintain business policies and procedures manuals, ensuring alignment with regulatory requirements and organizational goals.
• Disseminate policy updates to staff members and facilitate training sessions as needed.
• Maintain meticulous records of inventory levels and oversee inventory replenishment processes in collaboration with relevant departments.
• Coordinate inventory audits and ensure accurate reporting.
• Assist HR consultant with recruitment activities, including candidate screening, interview scheduling, and onboarding coordination.
• Contribute to the updating and maintenance of the employee handbook, ensuring compliance with labor laws and organizational policies.

Qualifications:

• Proven experience (4 years) in office management, or administrative support.
• Proficiency in Microsoft Office Suite and familiarity with accounting software a plus.
• Proficiency in preparing presentations.
• Strong organizational and multitasking abilities, with keen attention to detail.
• Excellent communication and interpersonal skills.
• Ability to work effectively both independently and collaboratively within a team.
• High level of integrity and commitment to confidentiality.

We offer competitive compensation and benefits packages. This is a full-time position with regular business hours in our Coos Bay office.

If you are a motivated individual with strong organizational skills and attention to detail, we would love to hear from you. Please submit your resume and cover letter for consideration.

Job Type: Full-time

Pay: $30.63 - $34.62 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Ability to Relocate:

• Coos Bay, OR 97420: Relocate before starting work (Required)

Work Location: In person