Job Title

Administrative Assistant to the Operations Sector

Department/Sector

Operations

Reporting To:

Chief Operating Officer (COO)

Job Purpose:

The Administrative Assistant to the Operations Sector is responsible for providing comprehensive administrative support to the COO and the operations team. The role involves coordinating day-to-day activities, managing communications, organizing meetings, and ensuring the smooth operation of the office. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to manage multiple tasks efficiently.

Key Responsibilities and Duties:

Administrative Support:

• Assist the COO and the operations team with daily administrative tasks, including scheduling, email management, and preparing documents.
• Manage the COO’s calendar, schedule appointments, and coordinate meetings, ensuring all necessary materials are prepared in advance.
• Draft, review, and send communications.
• Prepare reports, presentations, and data analysis as required.
• Coordinate with other departments for office-related needs and support.
• Draft, review, and send communications as advised by the COO.
• Organize and coordinate meetings for the operations team, including preparing agendas, taking minutes, and following up on action items.
• Assist in the planning and execution of events, workshops, and other activities related to the operations sector.
• Assist in the coordination and management of projects within the operations sector.
• Monitor project timelines, track progress, and report updates to the COO.
• Support the operations team in achieving project goals by providing necessary administrative assistance

Documentation and Record Keeping:

• Maintain accurate and up-to-date records, files, and documents related to the operations sector.
• Handle confidential information with discretion and ensure the integrity of sensitive data.

Communication:

• Act as a point of contact for internal and external communications related to the operations sector.
• Facilitate communication between the operations department and other departments, ensuring that information flows smoothly.

Project Support:

• Assist in the coordination and management of projects within the operations sector.
• Monitor project timelines, track progress, and report updates to the COO.
• Support the operations team in achieving project goals by providing necessary administrative assistance.

Job Requirements:

Knowledge, Skills, and Abilities (KSAs):

• Bachelor’s degree in business administration, Management, or a related field preferred.
• Minimum of 5 years of experience in an executive administrative role.
• Experience in a fast-paced corporate environment.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software.
• Ability to multitask, prioritize, and work independently with minimal supervision.
• High level of professionalism, integrity, and confidentiality.
• Proactive and resourceful with a problem-solving mindset.
• Attention to detail and accuracy.
• Ability to work under pressure and meet tight deadlines.
• Strong interpersonal skills and the ability to interact with individuals at all levels of the organization.