The Assistant to the Vice President of Operations completes a broad variety of administrative tasks for the Vice President of Operations including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings. This role also coordinates and provides light administrative support to the VPO's direct reports.
Write reports and prepare executive summaries.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Vice President- Operations, including those of a sensitive of confidential nature.
Determines appropriate course of action, referral, or response.
Prioritizes conflicting needs; handle matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Researches and/or writes background information for meetings.
Oversees the coordination of conferences, seminars, and events.
Creates complex reports and spreadsheets.
Process and complete Operations Team weekly payroll and expense and credit card reports to Payroll/Accounting in a timely manner.
Compose and type general correspondence including memos and e-mails.
Prepare presentation and meeting materials, proofread copy for spelling, grammar and layout, and make appropriate edits.
Coordinate departmental out-of-town business travel.
Perform general administrative duties; organizing and maintaining filing systems, distributing, and acting on mail, e-mail and phone messages.
Maintain Vice President- Operations calendar and departmental calendar.
Arranges all scheduling , including but not limited to candidate meetings and interviews, client meetings and interview, business development meetings, assignment related meetings, internal meetings, and video conferencing.
Coordinate any out of town travel.
Maintain the Operations team SharePoint page; partner with other departments as needed for updated information.
Demonstrates safe work practices through awareness and observation in support of a safety culture; reports any potential hazards or accidents.
Perform other duties as assigned.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The essential functions listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimum Job Requirements
Education: Bachelor's degree minimum.
Experience: Minimum 2 years experience administrative support, or equivalent experience.
Specific Skills/Knowledge/Licenses: Must have the ability to exercise good judgement in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a high degree of confidentiality.
Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint). The ability to learn new software as appropriate and necessary to the job. Ability to maintain confidentiality and a professional demeanor at all times in a wide variety of situations.
Essential Physical Abilities:
Able to safely lift/push/pull up to 20-30 lbs.; reach above head level; full range of body motion with the ability to stoop, bend and squat; grasp, handle, finger and manipulate items; perform repetitive fine motor functions with fingers, wrists and arms. Able to move through a wide variety of physical environments without assistance; including ramps, stairs, small spaces and uneven terrain. Able to communicate effectively, verbally and in writing, with others including those who have limited English skills. Able to use standard office equipment.
Essential Mental/Sensory Abilities:
Strong planning and organizational skills
Strong verbal and written communication skills
Public speaking skills
Critical thinking skills
Tolerance for Ambiguity
Discretion and Confidentiality
Office environment. Moderate noise level. This position requires some travel to offsite meetings and events.