Operations Assistant

About the Role

This is an exciting opportunity for an individual experienced in assisting multiple managers and teams within an organization, who enjoys a fast-paced and varied administrative role.

In this position, you will be providing direct support to the Operations Manager and CEO for a wide range of administrative and operational tasks critical to scaling a fast-growing manufacturing company with a diverse brand portfolio. Most responsibilities are administrative in nature, but there is a need to see the big picture, be business savvy, move things forward, and be excited to be part of a growing business.

Requirements

• Minimum 5–7 years of experience in an executive assistant, project management, or operations support role.
• 4+ years of experience within the manufacturing or e-commerce sectors.
• Excellent organizational skills with the ability to be clear and concise in English in both written and verbal communication.
• Ability to follow instructions, write them down, and create a procedure document if one does not exist for an area of responsibility.
• Proactive, detail-oriented, and capable of handling confidential information with discretion.
• Willingness to ask clarifying questions and prioritize in a fast-paced environment when multiple requests are made.
• Ability to learn preferences and procedures, as well as work styles of a diverse team, to be able to anticipate needs.
• Aptitude and willingness to learn new technology as needed.
• Ability to think critically and confidently offer suggestions when appropriate.
• Experience working with executives or founders preferred.

Responsibilities

• Coordinating with internal and external contacts to gather and compile necessary information and deliverables.
• Identifying tasks suitable for delegation and facilitating their reassignment to the appropriate individuals or teams.
• Supporting meetings by managing agendas, preparing materials, utilizing AI tools to record and summarize, and ensuring task follow-through.
• Maintaining an accurate and consistent reporting cadence across functions in Accounting, Sales, Marketing, Product, and Customer Support.
• Entering contacts and relevant information into databases or spreadsheets.
• Filtering out spam, unsubscribing from unnecessary emails, prioritizing important communications, and drafting or sending responses when appropriate.
• Overseeing maintenance of digital file storage and retention practices to ensure easy access and retrieval of company documents.
• Reviewing and editing documents for grammar, formatting, and consistency with corporate standards.
• Supporting the Marketing team in building a strong social media presence across platforms such as LinkedIn, Twitter, Facebook, and Instagram.
• Providing support with miscellaneous tasks such as research, purchasing, and ordering items as needed.

Tools & Software

Required, High Proficiency

• Google Suite (Gmail, Docs, Sheets, Slides, Drive, Sites)
• Microsoft Office (Word, Excel, PowerPoint)
• Data Storage (Dropbox)
• Communication (Slack, Zoom)
• Relationship Management Software for Customer and Vendor activity
• Project Management (Clickup)
• E-Commerce (Shopify, Amazon, Walmart, Target, Faire)
• Artificial Intelligence Tools

Desirable, Some Experience or Familiarity

• Adobe Suite (Acrobat, Illustrator)
• Social Media (Facebook, Instagram, TikTok, Pinterest, Flip)
• Email Marketing (Klaviyo)

Key skills/competency

• Administrative Support
• Operational Excellence
• Project Coordination
• Executive Assistance
• Organizational Skills
• Effective Communication
• Data Management
• E-commerce Operations
• AI Tool Utilization
• Digital File Management