Full job description

The Operations Assistant will provide administrative, operational, and organizational support to the Owner, ensuring the efficient management of daily business activities. The role requires strong coordination skills, attention to detail, confidentiality, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Executive Support

• Manage the appointments, meetings, and travel arrangements.
• Coordinate and prepare meeting agendas, presentations, reports, and correspondence.
• Screen calls, emails, and other communications.
• Take meeting minutes and follow up on action items.

Operations Coordination

• Assist in monitoring daily business operations and project progress.
• Coordinate with department heads to ensure timely completion of tasks and projects.
• Track operational deadlines and provide regular status updates to the Owner.
• Support implementation and improvement of operational processes and procedures.

Administrative Duties

• Maintain organized records, files, contracts, and confidential documents.
• Prepare reports, spreadsheets, and business documentation as required.
• Process and track approvals, purchase requests, and administrative paperwork.
• Manage office supplies and coordinate administrative requirements.

Communication & Stakeholder Management

• Coordinate communications with clients, suppliers, partners, and external stakeholders.
• Ensure timely follow-up on requests and business matters.

Project Support

• Assist in planning and coordinating special projects and business initiatives.
• Monitor project timelines and ensure deliverables are completed on schedule.
• Conduct research and prepare summaries, presentations, and recommendations when required.

Qualifications

• Bachelor’s degree in Business Administration, Management, Operations, or a related field.
• Minimum 2–5 years of experience in executive support, operations coordination, or administrative roles.
• Experience supporting senior executives or business owners is preferred.

Skills & Competencies

• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• High level of professionalism and confidentiality.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Ability to multitask and work under pressure.
• Strong problem-solving and analytical skills.
• Attention to detail and accuracy.
• Ability to work independently and take initiative.