Operations Administrative Assistant Job Description
Operations administrative assistant
provides support to team in technology applications, i.e., CRM, Dealio, CapLink, Outlook, Word, and other company supported programs.
Operations Administrative Assistant Duties & Responsibilities
To write an effective operations administrative assistant job description, begin by listing detailed duties, responsibilities and expectations. We have included operations administrative assistant job description templates that you can modify and use.
Sample responsibilities for this position include:
Provide administrative support including answering phones, processing expense reports, booking travel, and coordinating meetings
Act as a liaison between the EVP’s office and a wide array of internal and external contacts including senior management, outside industry contacts, artists, artist managers, other internal departments
Process invoices in a timely and efficient manner
Coordination of demo submission/rejection letters
Order and maintain supplies and product for office
Train, supervise and evaluate interns
Attend artist showcases
Book artist travel and studio sessions, as needed
Support other A&R staff besides Ops, as needed
Providing general administrative support to Vice President and the team
Operations Administrative Assistant Qualifications
Qualifications for a job description may include education, certification, and experience.
Licensing or Certifications for Operations Administrative Assistant
List any licenses or certifications required by the position: II, CIMA, ACCA, ISO, ESD
Education for Operations Administrative Assistant
Typically a job would require a certain level of education.
Employers hiring for the operations administrative assistant job most commonly would prefer for their future employee to have a relevant degree such as High School and Bachelor's Degree in Education, Associates, Business, Communication, Business/Administration, General Education, Administrative Assistant, Management, Technical, Supervision
Skills for Operations Administrative Assistant
Desired skills for operations administrative assistant include:
Excel
Flow of information
Microsoft excel
Steps involved in execution of catered events
Word
Word and outlook
Applications used in the Transportation Operations department
Complex activity based engineered standards
Federal DOT regulations
General office practices
Desired experience for operations administrative assistant includes:
Well organized, energetic team player
Ability to write clearly and proofread
Supports all SAP activities related to purchase requisitions inventory control
Reviewing, coding and approving the invoices of four departments
Co-ordinating and arranging travel for four Directors
Managing expense accounts of four Directors
Operations Administrative Assistant Examples
1
Operations Administrative Assistant Job Description
Job Description Example
Our company is looking to fill the role of operations administrative assistant. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for operations administrative assistant
- Preparing room set-ups for meetings, social events, ritual events, classes and any other activities in the building
- Working with the Building Superintendent to properly arrange rooms and checking as able that the rooms are set as needed
- Overseeing maintenance and repair of office equipment and the sound sysstem
- Identifying food needs for ritual events, meetings, classes and any other activities and order food as appropriate
- Serving as the front desk "greeter" for congregant and guests and assist or direct them appropriately
- Opening and routing the daily mail
- Providing additional administrative support as needed, working in collaboration with the other Administrative and Facilities Staff
- Pitching in when large projects require it
- Managing and ordering supplies for the Administrative Office ritual items for holiday observances
- Manage preparation of financial related reports and schedules
Qualifications for operations administrative assistant
- Schedules maintenance of office equipment
- Assumes additional responsibilities and special projects as assigned
- 3+ years of experience in Administrative services in a professional Office setting
- Dependable transportation is needed for running office errands as needed
- General office managerial experience plus at least 1 year of administrative experience
- Must have strong written and oral communication skills and great guest relations
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Operations Administrative Assistant Job Description
Job Description Example
Our growing company is hiring for an operations administrative assistant. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for operations administrative assistant
- Be friendly to every external and internal customer/potential customer you come in contact with and assist them to the best of your ability
- Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing administrative and planning functions, such as organizing projects and managing communications, clerical functions
- Keep the company consistently ready for a DOT audit by maintaining DOT compliance for ICE, Etna, and M&E, including accurate and complete Drivers Qualification Files, DOT Accident Register, Driver Logs, and Inspection Reports
- ICE billing
- Assist in payroll preparation for ICE Drivers
- Maintain trucking computer software
- Coordinate Drivers periodic training
- Track state vehicle inspection reports and the Federal SaferSys program
- Assist with correspondence and quoting
- Order office supplies and forms for the ICE division
Qualifications for operations administrative assistant
- Must be well organized, punctual, and capable of independent judgment
- Must have the drive to stay out front of the lift Operations Leadership Team
- Review incoming correspondence, prioritize and highlight pertinent information for Head of Operations review
- Proofread and correct written materials and correspondence for form, grammar and spelling
- Operate Concur to manage expense reports
- Set up Video Conference via Polycom and Lifesize
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Operations Administrative Assistant Job Description
Job Description Example
Our innovative and growing company is looking for an operations administrative assistant. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for operations administrative assistant
- Maintain new vehicle/equipment information
- Track shop preventive maintenance and fleet repairs for ETNA/ICE
- Track all company vehicle accidents and maintain history files, including working with the insurance company, mini tort claims, and making sure appropriate protocol is followed and paperwork complete
- Coordinate use of fleet vehicles for Company employees not in a driving job
- Assist managers and other departments with DOT and fleet questions
- Support meeting and event planning, including scheduling and engaging presenters, resources and attendees, managing a budget and hiring and managing external vendors
- Act on behalf of executives and their teams to deliver communications to internal and external stakeholders
- Ensure adherence to corporate policies and best practices related to confidential and personal information and time and expense policy compliance
- Coordinate equipment and supply purchasing
- Process new business, which includes check processing & e-paper submissions to HO
Qualifications for operations administrative assistant
- Maintain Sharepoin
- Coordinate Visitor forms
- Coordinate with Communciations Team donations through BT Sponsorium
- Coordinate and arrange meetings and events, attend as required and prepare notes as requested
- Arrange travel itineraries both domestic and international, including preparation of passport and visa documents if required
- Responsible for Roger cell phones including invoicing, orders, troubleshooting and distribution of loaner phones for employee travel
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Operations Administrative Assistant Job Description
Job Description Example
Our growing company is looking to fill the role of operations administrative assistant. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for operations administrative assistant
- Manage client data and lead conversion to cloud storage
- Oversee management of all databases and client records
- Manage the office’s internet exposure, including web pages & Social Media
- Co-ordinate client marketing events
- Performs a wide variety of department tasks and projects, including assignments which are confidential in nature
- Prepares, drafts, edits, and revises correspondences and presentations
- Arranges meetings, conferences, appointments, travel and lodging, while maintaining individual schedules
- Greets and directs visitors, resolves administrative problems and answers inquiries concerning activities and operations of department/division
- Obtains, sorts, screens, and distributes incoming and outgoing mail
- Records meeting minutes related to department meetings and distributes as needed
Qualifications for operations administrative assistant
- Complete confidentiality/professionalism is an absolute must
- Knowledge of Ariba and SAP, an important asset
- Collection and data entry of Production timecards
- You cumulate five (5) to eight (8) years of secretarial and/or project secretarial experience
- Diploma or University degree
- Availability must include weekends and evenings
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Operations Administrative Assistant Job Description
Job Description Example
Our company is growing rapidly and is looking to fill the role of operations administrative assistant. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for operations administrative assistant
- Prepare, proof read, verify and assemble information for reports, correspondence, handouts and presentations, letters
- Process and assist with onboarding of new hires
- Design, organize and maintain filing systems as necessary for classifying, retrieving and disposing of correspondence, records, reports and other documents
- Assemble information for various reports, briefings, meetings and inquiries from internal and external sources
- Maintain inventories and order a variety of office equipment and supplies as needed and order machine parts for the slot techs
- Schedule meetings of the department’s staff
- Provides administrative support in a team environment to a senior group including Managing Directors
- On-boards new hires, processes new employees, transfers, termination, WFA for depts
- Responsible for participation in general administrative duties including ad-hoc projects, committees and or group events
- Makes travel reservations, requests cash advances, visas and complete T&E's
Qualifications for operations administrative assistant
- Fundamental understanding of music theory and musical instruments is extremely beneficial
- Strong Microsoft Office skills – certifications are a plus
- Process and project management experience, including ability to prioritize, problem-solve and create efficiencies
- Ability to manage expectations of senior stakeholder regarding difficult or sensitive issues
- Excellent and persuasive communicator and negotiator
- Process and project management including prioritization, problem-solving, and efficiency