Administrative & Operations Assistant

We are seeking a highly organized and proactive Administrative & Operations Assistant to support a variety of operational, administrative, and team engagement activities. This role is essential to keeping daily processes running smoothly and contributing to a positive and efficient work environment.

Key Responsibilities:

Administrative & Contract Support

• Prepare and process departmental reimbursement reports
• Provide design contract support
• Review and support team time entry submissions
• Circulate, track, and file SOP signature forms
• Provide administrative assistance as needed, including scheduling and correspondence
• Purchasing software administrative support
• Project proposal generation as needed
  
  

Team & Office Coordination

• Track team attendance and manage team communications, including announcements from HR, maintenance, and security as needed
• Coordinate team birthday, work anniversary, and major life event celebrations, including announcements, cards, and gifts
• Coordinate travel arrangements for team members, consultants, and photographers
• Manage office and gallery snacks, beverages, and general supply shopping
• Schedule weekly golf cart washes
• Assist with meeting room coordination
• Ensure optimal functioning of shared spaces
  
  

Event Planning & Team Engagement

• Coordinate communication for quarterly team-building events
• Attend interdepartmental meetings, provide summaries and list of action items
  
  

Assist with the planning and execution of annual events

Cross-Departmental Support

• Serve as a liaison for IT and HR support needs, including coordinating IT support requests and assisting with application review and candidate identification as needed
• Provide marketing team support, including assisting with website updates and communication coordination
• Assist with operations-related tasks as needed
  
  

Meeting Coordination

• Support team meeting planning and agenda creation
• Lead team meetings in the absence of Senior Operations Manager
  
  

Requirements:

Qualifications And Education Requirements

• Strong organizational and multitasking skills
• Excellent written and verbal communication
• Ability to work independently and collaboratively
• Flexibility to take on varied tasks
• Experience in administrative, operations, or office management roles preferred
• Experience with Microsoft Office, to include Excel and PowerPoint
• Advanced proficiency in English