Job Summary
The Operations Assistant provides administrative support and is a true partner to the Chief Operating Officer. This individual possesses leadership skills and the ability to take initiative, give instructions, and be accountable for results.
This individual is responsible for providing direct support to the COO, such as:
- Preparing correspondence
- Screening incoming calls
- Maintaining calendar
- Organizing meetings
The Operations Assistant supports all teammates and leaders that report to the COO. The individual is organized, adaptable, has excellent written and oral communication skills, a creative lens, and is a multitasker—ready to pivot at a moment’s notice when an urgent need arises.
Key Responsibilities
Operational Support
- Build rapport with all direct reports of the Office of the COO
- Collaborate on projects and brainstorm ideas with operations team members
- Manage special projects (can be independent or in support of COO or operations team)
- Participate in organizational committees
- Coordinate, schedule, and gather agenda items and take minutes for regularly scheduled monthly meetings
- Distribute minutes and identify action items for regularly scheduled monthly meetings
- Serve as backup to reception
Support to the COO
It is imperative to work with the COO to develop a process and organization system that works for both the Operations Assistant and the COO to accomplish the following:
- Maintain professional calendar
- Screen incoming calls and emails for COO
- Meet regularly with the COO throughout the day and week to update/change upcoming meetings and provide support
- Prepare correspondence in person with the COO; revise and share communication on behalf of the COO
- Collaborate with COO to prepare presentations for meetings and trainings
- Track continuing education requirements
- Register for home office sponsored meetings, make travel arrangements, and prepare materials to be taken to meetings
- Review monthly credit card charges for accounting staff including gathering receipts
- Prepare COO for meetings, ensuring:
- All participants are prepared with items for discussion
- Presentations are complete and rehearsed
- All relevant participants are in attendance
- Partner with COO on decision making
- Serve as a guide to help COO with time management to keep operations flowing smoothly
- Coordinate with the COO to ensure all HR-related tasks for all direct reports are handled, such as:
- PTO tracking
- Annual reviews
- Quarterly goals
Minimum Job Requirements
- Independent thinker with a creative mindset
- Expert-level proficiency in Word and PowerPoint
- Excellent oral and written communication skills
- Excellent organizational skills and ability to handle multiple projects at once
- Ability to handle deadlines
- Ability to manage long-range projects and meetings
- Excellent interpersonal skills
- Ability to maintain a high degree of confidentiality
- Ability to work independently as well as interface regularly with Managing Partner, executive, and management teams
- Ability to work effectively with people at all levels
