Operations Assistant

Lead-Advisor • Full-time • Chicago, Illinois, United States • $50k - $60k / year • 3w ago

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