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.