Operations Assistant

San Diego CA

Description

Job Summary The executive assistant administratively supports the SVP of Operations. Additional functions include coordination as well as conducting research, preparing statistical reports, handling information requests and performing clerical functions such as preparing correspondence, arranging conference calls and scheduling meetings for executive Essential Duties Administrative • Responsible for handling the daily administrative functions for Executive, including but not limited to answering their phone lines, office phone lines, answering inquiries and requests for information etc. • Manage often-changing calendar with internal and external parties utilizing multiple calendars coordinate agendas and all arrangements for schedule commitments including preparing documents, presentations and booking conference rooms. • Coordinating and sometimes leading meetings, participating and taking minutes and action items. • Assess and prioritize all issues that require the attention of the Executive and maintains proper recordkeeping and filing system for all work. • Responsible for travel schedule and completion of the Executive’s travel arrangements including upkeep pf frequent flier accounts, flights, lodging, car service, business appointments, and special events, etc as well as the arrangements for other accompanying parties mostly utilizing online resources and anticipating many changes. Make restaurant reservations and create detailed directions. Keeping Executive updated on all travel scheduling. • Welcomes executive's guests by greeting them, in-person or on the telephone; answering or directing inquiries in a professional manner • Prepare expense reports for self and Executive • Periodically review desk, physical mail and email for time sensitive issues. Maintain files. • General administrative duties such as ordering lunch, occasional personal tasks, and any other duties as assigned Operational Support & Projects • Various projects many be assigned. Project examples may include discovery of current processes, implementation of new processes and documentation of findings including power points and manuals. • Technology projects as assigned and interfacing with IT to develop new forms, data acquisition methods and any other related items • Interfacing with various departments to obtain information and be liaison for communication with SVP of Operations • Auditing of systems and records as instructed by SVP and Operations • Assist in preparing manuals, guidelines and processes with collaboration of HR and L&D for deployment • Preparing presentations and interfacing with other Executives and their assistants to coordinate efforts • Keep records of agreements including union agreements • Derive key information and specifications of agreements and contracts into summaries • Research and Discovery into markets, unions, competitors, and various other topics • General review of financial statements and understanding of the areas of focus as instructed by SVP of Operations • General operational support and projects as assigned Required Knowledge: • MS Office, Excel expertise and PowerPoint specifically • Account reconciliation and understanding of financials. Putting expense reports together • Discretion and good judgement are a must. You must also have impeccable grammar and writing skills Knowledge of products • Must have experience booking travel and hotels • Demonstrate a positive and personable attitude • Highly motivated with a desire to be successful • Polished presentation skills with the ability to confidently react to situations in a timely and professional manner • Must be able to work flexible hours including some evenings and weekends Skills and Abilities: • Comfortable with receiving frank, direct feedback and offering the same in a professional, composed manner • Extremely detail-oriented and has impeccable follow-through • Comfortable operating and performing tasks with Macs, iPads, iPhones, and other mobile devices, as applicable • Ability to juggle multiple projects on tight deadlines • Ability to work collaboratively with outside agencies as well as throughout the organization • Excellent at time management and highly organized, and in such a fast paced environment must also be fluid and adjust to urgent issues as they arise. • Excellent customer service skills • Driven, and likes to take initiative • Must be able to anticipate needs and have the ability to foresee issues before they occur whenever possible and plan option-based contingencies in the event they do. • Must be able to work in a fast paced environment • Confidentiality, discretion, diplomacy and resourcefulness are imperative as it a positive attitude Equipment Operated • Basic office equipment (fax, copier, computer, keyboard, mouse, monitor, tablet etc.) • Ability to drive a vehicle Physical Requirements & Work Environment • Requires standing for prolonged periods of time • Requires lifting up 20lb • Requires using hands to handle, control or lift objects • Requires repetitive movement Education and Experience • Must have administrative background • 3-5 years accounting or asset coordination experience