The Administrative Assistant to the Director of Operations will provide high-level administrative support to the Director of Operations, ensuring the smooth and efficient operation of the department. This role will involve coordinating vendor relations, managing schedules, and assisting with various operational tasks. The ideal candidate is detail-oriented, highly organized,

and capable of managing multiple priorities in a fast-paced environment.

Key Responsibilities

Administrative Support:

• Assist the Director of Operations with daily administrative tasks, including scheduling meetings, managing calendars, and handling correspondence.
• Prepare and edit documents, reports, and presentations.

Vendor Relations:

• Serve as the primary point of contact for vendors and suppliers.
• Assist in negotiating contracts and maintaining positive relationships with vendors.
• Track and manage vendor agreements, ensuring compliance with company policies and deadlines.
• Facilitate communication between vendors and internal teams to resolve issues and ensure timely delivery of goods and services.

Operational Support:

• Assist with project management tasks, including tracking project timelines and deliverables.
• Collaborate with the operations team to improve processes and increase efficiency.
• Maintain and organize departmental files and records.

Communication and Coordination:

• Coordinate and facilitate communication between the Director of Operations and other departments.
• Assist in preparing agendas and materials for meetings, taking minutes, and following up on action items.
• Handle confidential information with discretion and professionalism.

Qualifications

Experience:

• 2+ years of experience in an administrative role, preferably in operations or a similar field.
• Experience in vendor management or relations is highly desirable.

Skills:

• Excellent organizational and time management skills.
• Strong verbal and written communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
• Ability to multitask and prioritize effectively in a dynamic environment.
• Detail-oriented with a high degree of accuracy.

Personal Attributes:

• Strong interpersonal skills and the ability to work collaboratively.
• Professional demeanor and strong work ethic.
• Ability to adapt to changing priorities and work under pressure.