Employment Status: Full-Time

FLSA Status: Non-Exempt

Calendar: 240 Days

Experience Required: 3 years preferred

Minimum Education Requirements: High School Diploma or G.E.D.

Department: Operations

Direct Supervisor: Director of Operations & Facilities and Chief Financial Officer

Primary Work Location: Central Office. (Schools and Warehouse)

Certification: Valid Driver’s license

Job Summary: The job of Administrative Assistant to the Director of Operations is done for the purpose/s of assisting the Director of Operations to ensure that assigned duties are delegated appropriately; that tasks are completed efficiently; assisting with planning, evaluating, and developing department programs. The position will provide input to facilitate the implementation of services to provide a safe and comfortable learning atmosphere.

Essential Job Functions

An employee in this position may be called upon to do any or all the following essential duties:

· Manage and organize office files, documents, and records efficiently.

· Coordinate and oversee office logistics, including supplies and equipment maintenance.

· Prepare and edit correspondence, communications, presentations, and other documents.

· Maintain and update the Director's calendar, scheduling meetings, and appointments.

· Coordinate and arrange meetings, conferences, teleconferences, and travel.

· Serve as the point of contact between the Director of Operations and internal/external stakeholders.

· Screen and direct phone calls and distribute correspondence.

· Draft, review, and send communications on behalf of the Director.

· Prepare agendas and make arrangements for meetings and conferences.

· Record, compile, transcribe, and distribute minutes of meetings.

· Follow up on action items and ensure timely completion.

· Maintain databases and ensure accurate record keeping.

· Generate reports and conduct data analysis as required by the Director.

· Assist in the planning and execution of projects.

· Track project progress and report on status to the Director.

· Coordinate with other departments to ensure project deliverables are met.

· Identify and address administrative issues and problems.

· Take initiative to improve processes and ensure efficiency in office operations.

· Handle sensitive information with the utmost confidentiality.

· Exercise discretion and maintain professionalism in all interactions.

· Assist in budget preparation and expense tracking.

· Process invoices, expense reports, and reimbursements as required.

· Provide administrative support for various operational functions as needed.

· Collaborate with different departments to support operational goals.

· Analyze the needs of the department for the purpose of making recommendations for improvements in efficiency within the department.