Internal Operations Assistant

Job Description

Job Description

Position Profile
The Internal Operations Assistant role is a multi-faceted position, providing support for event planning, office and facilities management, immigration and general administrative support. This on-site position requires an individual who thrives in a fast-paced environment, enjoys supporting teams and events, and takes the initiative to keep office operations running smoothly. In-office attendance is required Monday through Friday. The office is currently located in Midtown.

The Internal Operations Assistant reports directly to the Internal Operations Specialist and is not a supervisory role. This position is a non-exempt position in accordance with the Fair Labor Standards Act (FLSA).

Essential Duties and Responsibilities

Event and Meeting Planning

• Coordinate logistics for internal and external meetings, conferences and special events
• Prepare agendas, presentations and follow-up items
• Assist with travel bookings, accommodations and catering needs
• Provide event support, including scheduling meetings, maintaining databases, and conducting research
• Liaise with vendors, exhibitors, and stakeholders during the event planning process to ensure everything is in order
• Assist with event set up, tear down, and follow-ups
• Assist with unforeseen issues and troubleshoot any emerging problems
• Manage guests and RSVP lists

Office and Facilities Management

• Greet and assist visitors and guests
• Manage office supplies, inventory and storage room organization
• Ensure the breakroom is well stocked and order
• Handle incoming calls, mail and package distribution
• Submit and coordinate building maintenance work orders
• Provide administrative support related to facilities management
• Assist in vendor relationship management
• Participate in safety training
• Ensure employees are informed of building communications

Administrative Support

• Draft and format correspondence, reports and internal documentation, to include the monthly HR newsletter
• Maintain and organize files and records as needed
• Support onboarding and orientation for new hires
• Provide administrative support to members of the executive team as requested
• Create process documentation
• Act as the gatekeeper for human resources information on the company intranet by uploading and removing information as directed, ensuring posted information is both current and relevant to the organization
• Provide routine administrative support for the immigration sponsorship program, to include filing paperwork

A dditional

• Identify process improvements and opportunities to increase efficiency
• Participate in and make contributions to team projects and initiatives

• All other duties as assigned

Required Skills/Abilities

• Excellent verbal and written communication skills
• Excellent interpersonal, negotiation, and conflict resolution skills
• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines
• Excellent event meeting and coordination skills
• Proven ability to act with integrity, professionalism, and confidentiality
• Proficiency with or the ability to quickly learn technology systems and software
• Ability to work with individuals at all levels of an organization
• Ability to work within a fast-paced environment
• Strong business acumen

Education and Experience

• Minimum of two years of experience with event planning, office management and/or providing administrative support
• Experience working within a professional services organization is preferred.

Personal Success Characteristics

• Empathy and emotional intelligence
• Adaptability
• Collaboration and influence
• Cultural awareness
• Professionalism
• Positive and encouraging attitude

Technical Skills
Microsoft 365, Teams

Working and Physical Environment

• Remain stationary for extended periods of time
• Perform work in a normal office environment
• Occasionally move about the office
• Able to lift twenty-five pounds
• Able to bend at the waist to assist with lifting or other tasks
• Able to stoop, crouch or kneel
• Operate computer and office equipment
• Communicate with internal and external individuals through verbal and written communication, including electronic communication.
• Observe data on a computer screen
• Must be able to detect visual cues on a screen
• Domestic travel 0 to 10%.

This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required. All employees may be required to perform duties outside of their normal responsibilities as needed. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

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