Operations Administrative Assistant

Planet Depos, LLC; United States; On-site; USD 33,000 - 40,000; Full time

Benefits offered by this job

Medical 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 in the United States is seeking an Operations Administrative Assistant to provide comprehensive support to the Operations leadership, including the executive team. This role centralizes administrative tasks to free leadership to focus on departmental priorities and cross-functional initiatives.

The position involves coordinating meetings, maintaining documentation, drafting updates, tracking training, arranging travel, and assisting with reporting.

Qualifications

• Minimum 3 years of administrative experience supporting senior leadership.
• Strong Microsoft Office proficiency and calendar management.
• Excellent communication and organizational skills.

Responsibilities

• Schedule and coordinate Operations meetings, agendas, notes, and recordings.
• Maintain Operations intranet pages and update training materials.
• Prepare Ops update emails and newsletters for leadership and company.
• Track training requirements and assist with expense reporting.
• Arrange travel, accommodations, and meeting logistics for quarterly meetings.
• Assist with monthly/quarterly reporting and distribution lists.

Skills

Attention to detail

Time management

Proactive mindset

Collaborative

Tools

Word

Excel

Teams

SharePoint

PowerPoint

Job description

All Jobs > Operations Administrative Assistant

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.

The shift for this role is Monday - Friday, 9:00am - 5:00pm ET. This role reports to Operations Leadership.

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 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


• Vision insurance


• Health Savings Account


• Voluntary Term Life Insurance


• Voluntary Long-Term Disability


• Paid Time Off


• Paid Holidays


• 401(k)


• Employee Assistance Program (EAP)

Requirements

QUALIFICATIONS:

• Minimum 3 years of prior AA or EA experience


• 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.