Operations Assistant

Responsibilities

• Act as the point of contact on behalf of the COO
• Manage internal and external meetings and events, including bookings, event-planning, catering, guest-lists, invitations, and execution
• Manage COO’s professional calendar & ever-changing schedule which usually extends 6-12 months into the future. This means being strategic about the calendar and not just dumping-in a whole bunch of appointments.
• Handle routine correspondence in your own voice on COO’s behalf, not trying to pretend to be her. This includes responding to emails, proactively seeking information to support the calendar and project initiatives to keep things moving.
• Help COO maintain personal and professional relationships by strategically and proactively sending thank you notes, gifts, birthday gifts, books, etc.
• Maintain a running list of all current and future deliverables so nothing falls through the cracks.
• Keep COO apprised of short-term obligations as well as long-term implications of expedient decisions.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion
• Compile various reports such as expenses, data-analysis, and meeting notes
• Manage executive’s time to ensure schedule stays on track
• Organize logistical arrangements for all meetings and engagements
• Manage all incoming invitations, including coordinating a tracking system for invitations, ensuring timely response, and confirming meetings
• Aid in drafting and implementing policies and procedures
• Use professional concepts, sound judgment and company policies and procedures to solve routine problems. Often have access to confidential information, so discretion and integrity are key
• Ability to work under limited supervision on assignments that are complex in nature where considerable judgment and initiative are required in resolving problems and making recommendations under tight deadlines

Qualifications

• Bachelor’s degree preferred
• 3 to 5 years of experience as an Executive/Operations Assistant supporting Senior Executives
• Excellent references. Yes, we really are going to check your references.
• Bilingual is a plus (English/Spanish)
• Law firm experience is a plus but not required
• Experience working in a high pressure fast paced environment
• Digital Proficiency in all Operating Systems, Browsers, MS Word, Excel and PowerPoint, Outlook, etc.
• Proactivity and self-direction
• Positive attitude
• Exceptional writing, editing and proofreading skills in English
• Excellent problem-solving, organization and time-management skills
• Exhibits sound judgement with the ability to prioritize and make decisions
• Energetic and eager to tackle new projects and ideas
• Comfortable interacting with high-level executives
• Resourceful, can-do attitude, no matter how big or small of a task
• Thrives in a fast-paced environment
• Able to handle sensitive information with discretion
• Must have a professional demeanor and respect confidentiality and security protocols
• Polished presentation skills with the ability to confidently react to situations in a timely and professional manner
• Ability to exercise good judgment, focusing on prioritizing the Executive’s schedule

Company Benefits

• 401(k) after 1 year employment up to 3% match
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Maternity / Paternity Leave
• Federal Holidays Off
• Paid Time Off