Operations Assistant

Saddlebred; Lexington, Northern (KY, KY); Hybrid; USD 42,000 - 55,000; Full time

Job summary

The American Saddlebred Horse & Breeders Association in Lexington, KY is seeking an Operations Assistant to provide comprehensive administrative and operational support across the organization.

You will coordinate office operations, handle correspondence, minutes, and board materials, and assist in vendor coordination, while maintaining confidentiality and meeting deadlines.

Qualifications

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Excellent organizational and time-management skills.
• Professional written and verbal communication.
• Detail-oriented with accuracy.
• Ability to maintain confidentiality.
• Ability to work independently and as part of a team.

Responsibilities

• Monitor and respond to the organization’s email accounts and phone lines.
• Route routine inquiries to the appropriate staff and ensure timely responses.
• Attend meetings and prepare accurate minutes for review and approval.
• Support the Executive Director with assembling Board packets.
• Open, sort, and process all incoming mail and coordinate shipping/logistics for time-sensitive materials.
• Coordinate general office operations and vendor coordination; assist staff with administrative tasks.

Skills

Organizational skills

Written communication

Verbal communication

Confidentiality

Teamwork

Tools

Microsoft Office Suite

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 andmaintain strict confidentiality.
• Ability to work both independently & 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 to work 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.