Description
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*
- 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