Operations Assistant

Role Overview

The Operations Assistant will support the owner with day-to-day administrative, coordination, and organizational work. This position calls for someone who can keep multiple tasks moving in a busy environment, stay highly organized, protect sensitive information, and maintain a strong eye for detail.

Executive Support

• Arrange calendars, meetings, appointments, and business travel.
• Prepare agendas, presentations, reports, and written correspondence for meetings and ongoing business needs.
• Handle incoming calls, emails, and other communications by screening and directing them appropriately.
• Record meeting notes and follow through on action points.

Operations Coordination

• Help monitor everyday operations and the progress of active projects.
• Work with department leaders to keep tasks and projects on track and completed on time.
• Track operational timelines and share regular progress updates with the owner.
• Assist in rolling out improvements to internal processes and operating procedures.

Administrative Support

• Keep files, contracts, records, and confidential documents well organized and up to date.
• Draft reports, spreadsheets, and other business documents as needed.
• Handle the routing and tracking of approvals, purchase requests, and administrative forms.
• Manage office supplies and support general office administration requirements.

Communication and Stakeholder Support

• Coordinate communication with clients, vendors, partners, and other external contacts.
• Ensure requests and business follow-ups are handled promptly.

Project Assistance

• Support the planning and coordination of special projects and new business initiatives.
• Monitor project timelines and help ensure deliverables are completed as scheduled.
• Carry out research and prepare concise summaries, presentations, and recommendations when needed.

Qualifications

• A bachelor’s degree in Business Administration, Management, Operations, or a similar discipline is required.
• Applicants should have 2 to 5 years of experience in executive assistance, operations coordination, or administrative support.
• Previous exposure to supporting senior leaders or business owners is an advantage.

Skills and Competencies

• Strong planning, organization, and time management abilities.
• Clear written and verbal communication skills.
• Professional discretion and the ability to handle confidential matters appropriately.
• Good proficiency with Microsoft Office tools, including Excel, Word, PowerPoint, and Outlook.
• Comfort working on multiple priorities under pressure.
• Analytical thinking and problem-solving ability.
• Careful attention to detail and accuracy.
• Capacity to work independently and take initiative.

Reporting Line

This role reports directly to the EA to CEO.

Performance Measures

• Completion of assigned tasks and projects on time.
• Accuracy and efficiency in administrative support.
• Strong coordination across departments.
• Consistent follow-up and deadline management.
• High quality and timely delivery of reports and documents.

Benefits

• Competitive compensation and benefits package.
• Opportunity to contribute to innovative and sustainable projects.
• Supportive workplace with room for professional growth.
• Exposure to international standards and advanced technologies.