Operations Administrative Assistant

Planet Depos, LLC; Fully; On-site; CHF 27,000 - 33,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Health Savings Account

Voluntary Term Life Insurance

Voluntary Long-Term Disability

Paid Time Off

Paid Holidays

401(k)

Employee Assistance Program (EAP)

Job summary

Planet Depos, LLC is seeking an Operations Administrative Assistant to support the executive team and Operations leadership. The role centralizes admin tasks, improves efficiency, and enables senior staff to focus on departmental priorities and cross-functional initiatives.

The position requires strong attention to detail, superb time management, and a proactive, collaborative attitude, with the ability to operate in a confidential environment and coordinate travel and events as needed.

Qualifications

• Minimum 3 years of AA or EA experience
• 2- or 4-year college degree
• Proficiency in MS Word, Excel, Teams, SharePoint, PowerPoint
• Proficiency in arranging travel (flights, hotels, tours, reservations)
• Excellent attention-to-detail and organizational skills
• Excellent time-management and prioritization skills
• Must act proactively with urgency and provide creative solutions
• Must maintain a collaborative, positive, professional mindset
• Must work with flexibility and under pressure without direct supervision
• Must work in a confidential environment

Responsibilities

• Schedule Operations meetings, distribute agendas, and maintain notes/ recordings
• Maintain Operations intranet pages and update documents/training materials
• Draft weekly Ops update emails for executives
• Draft Ops newsletters and contribute to company newsletters
• Track deadlines (reviews, budgets, expenses)
• Track employee training and promotion benchmarks
• Assist with expense reporting and reconciliations
• Arrange travel and coordinating department events
• Arrange meeting rooms, catering, and lodging for quarterly meetings
• Assist with monthly/quarterly reporting and distribute templates/charts
• Maintain distribution lists and organizational charts
• Assist onboarding with resumes and job descriptions
• Update documentation in company databases
• Arrange cards/gifts for Ops staff
• Provide other admin support as needed

Skills

Meeting scheduling

Travel arranging

MS Office

Organization

Proactive mindset

Education

2- or 4-year college degree

Tools

Microsoft Word

Excel

Teams

SharePoint

PowerPoint

Job description

Description

The Operations Administrative Assistant is responsible for providing comprehensive support to all Operations leadership, including the executive team. This role will assume a variety of administrative tasks currently performed by Operations management, thereby centralizing these functions and enabling management to dedicate greater attention to their respective departmental priorities and cross-functional initiatives. The Ops Admin Assistant must have excellent attention to detail, great prioritization and time-management skills, and a positive, proactive, and creative mindset.

Essential Job Responsibilities

• Scheduling Operations meetings, compiling and distributing agendas, and maintaining and distributing meeting notes and recordings
• Maintaining Operations intranet pages amidst personnel and policy changes
• Updating and maintaining Operations documentation and training materials and distributing the same to all necessary parties
• Drafting weekly Ops update emails for executive team
• Drafting Ops-specific newsletters and Ops contributions to company-wide newsletters
• Tracking management deadlines (annual reviews, budgets, expense reports, etc.)
• Tracking employee training requirements and promotion benchmarks
• Assisting with expense reporting and reconciliations
• Coordinating department-specific events, including travel arrangements, activities/tours reservations, and restaurant reservations
• Arranging meeting rooms, catering, and hotel rooms for quarterly executive team meetings
• Assisting with monthly and quarterly reporting
• Maintaining distribution lists, email templates, and organizational charts
• Assisting leadership with new employee onboarding (maintaining job descriptions, reviewing resumes and assessment scores and filtering candidates)
• Assisting with updating documentation in company-wide databases
• Arranging cards and gifts for Ops employees
• Other administrative support as needed

Compensation

$24.04 - $28.85 per hour, commensurate with experience

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Health Savings Account
• Voluntary Term Life Insurance
• Voluntary Long-Term Disability
• Paid Time Off
• Paid Holidays
• 401(k)
• Employee Assistance Program (EAP)

Qualifications

• Minimum 3 years of prior AA or EA experience
• 2- or 4-year college degree
• Proficiency in all Microsoft products (Word, Excel, Teams, SharePoint, PowerPoint)
• Proficiency in arranging travel (flights, hotels, tour and restaurant reservations, etc.)
• Excellent attention-to-detail and organizational skills
• Excellent time-management and prioritization skills
• Must act proactively and with urgency, and offer creative solutions when necessary
• Must maintain a collaborative, positive, and professional mindset
• Must maintain a flexible work schedule Must work well under pressure and without direct supervision
• Must be able to work in a confidential and professional environment

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Such accommodations will be reviewed by management on a case-by-case basis. While performing the duties of this job, the employee is regularly required to stand; walk, use hands to grasp, handle, or feel; reach with hands and arms and talk or hear.

EOE M/F/D/V