Operations Specialist

OVERVIEW

Responsibilities

• Schedule Management: Organize and maintain schedules for the President, including scheduling meetings with clients and professional partners.
• Client Communication. Handle client intake calls and emails. Document client communication. Prepare, proofread, and disseminate project-related documents and reports. Follow up on tasks and projects.
• Workflow Management. Maintain a clear understanding of current projects, including objectives, timelines, and key deliverables. Organize and prioritize tasks to ensure that projects progress smoothly and deadlines are met. Create and maintain task and workflow documentation, including tracking spreadsheets and notes.
• Meeting Support: Prepare meeting notes, track action items, and collaborate with company president to organize and focus meetings. Document meeting minutes.
• Practice Management: Complete general administrative tasks, such as filing, document management, and office organization. Prepare reports to assist in strategic plan of practice.
• Ad-Hoc Projects. Assist President with ad-hoc tasks and projects, as required, to enhance their efficiency and productivity. Conduct research on relevant topics to provide President with insights and data to support decision-making.

QUALFICATIONS

Education, Training and/or Experience:

• Bachelor’s degree or equivalent experience, preferred
• Proven experience in project management or executive support roles
• 1-3 years experience in customer-facing roles
• Proficiency in Microsoft Word, Excel, and PowerPoint, with a growth mind-set to become proficient with company-specific programs and software

Skills/Talents/Personal Attributes:

Organization & Efficiency

• Excellent organizational and time management skills.
• A self-directed, creative problem solver able to deliver results with minimal supervision in an unstructured environment.
• Ability to prioritize workload and work under pressure in a fast-paced environment.
• A proactive planner with strong project management skills across multiple initiatives.
• Ability to work independently, multitask, and adapt to changing priorities.
• Exceptional attention to detail and problem-solving abilities.

Communication

• Strong verbal communication skills.
• Exceptional writing and editing skills with an emphasis on visually appealing formatting and presentation of information.

Relationship Building

• Strong interpersonal skills and the ability to build relationships with both internal and external stakeholders.
• Demonstrates non-negotiable integrity, credibility, and dignity in an environment of mutual trust and respect.
• Maintains the utmost discretion in working with sensitive and confidential information.
• Takes pride in delivering outstanding results in every interaction.