Operations Assistant

American Saddlebred Horse & Breeders Association; Lexington (KY); On-site; USD 40,000 - 52,000; Full time

Job summary

The American Saddlebred Horse & Breeders Association is seeking an Operations Assistant to provide broad administrative and operational support across the organization. The role is the central point of coordination for office operations, correspondence, records management, and governance support.

Success in this position requires strong organizational ability, professional written communication, and the capacity to manage competing priorities in support of the Executive Director and the broader

Qualifications

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Excellent organizational and time management skills with the ability to manage competing priorities and meet deadlines.
• Strong communication skills, both verbal and written, with a professional writing style.
• Detail-oriented with a demonstrated commitment to accuracy.
• Ability to exercise sound judgment and maintain strict confidentiality.
• Ability to work independently and as part of a team.
• Prior experience in administrative or office management roles preferred.

Responsibilities

• Monitor and respond to the organization’s email accounts and phone lines.
• Route inquiries to appropriate staff and ensure timely responses.
• Attend meetings and prepare minutes for review and approval.
• Support ED with assembling Board packets.
• Process incoming mail and coordinate time-sensitive materials.
• Coordinate outgoing mail and shipping logistics for time-sensitive items.
• Manage office operations: inventory, equipment, and vendor coordination.
• Assist staff with copying, scanning, meeting materials, and document formatting.

Skills

MS Office

Organizational skills

Written communication

Attention to detail

Confidentiality

Teamwork

Office management

Job description

The Operations Assistant,provides comprehensive administrative and operational support across the organization. This role serves as thecentral pointof coordination for office operations, correspondence, records management, and governance support.

Success in this position requires strong organizational ability, professional written communication, and the capacity to manage competing priorities in support of the Executive Director and the broader staff.

Essential Functions of the Job:

• Monitor and respond to the organization’s email accountsand phone lines.
• Respond directly to routine inquiries and route all other correspondence to theappropriate staffmember, ensuring inquiries are addressed within established response times.
• Answer incoming calls professionally and directing callers to theappropriate staffmember or department.
• Attendmeetings and prepareaccurate, complete minutes for review and approval.
• Support Executive Director with assemblingBoard packets.
• Open, sort, and process all incoming mail, routing items to theappropriate staffmemberand handling time-sensitive materials promptly.
• Coordinate outgoing mail, including special handling and shippinglogisticsfor time-sensitive materials.
• Handle general office operations including inventory of supplies, maintaining office equipment, and vendor coordination.
• Support with administrative needs of staff, including copying, scanning, preparing meeting materials, and document formatting.

Qualifications:

• Proficiencyin Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Excellent organizational and time management skills, with the ability to manage competing priorities and meet recurring deadlines.
• Strong communicationskills, both verbal and written, with a professional and polished writing style.
• Detail-oriented with a demonstrated commitment to accuracy.
• Ability to exercise sound judgment andmaintainstrict confidentiality.
• Ability to work both independently and as part of a team.
• Prior experience in administrative or office management roles preferred.

Additional Requirements:

• Must be able to lift up to 25 pounds for filing, shipping, or office supply management.
• Must be able to sit or stand for extended periods of time.
• Travelrequired for offsitehorse shows,meetingsandevents.
• Ability towork evenings or weekends as needed, including forHorse Shows, Conventions, Donor Events,Committee, Council, and Board meetings.

This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Employment with the American Saddlebred Horse & Breeders Association is at-will and may beterminatedby either the employee or the Association at any time, with or without cause or notice.