We are seeking a highly organised and detail-oriented Operations Support Specialist to join our team.
Job Description
This is a fully remote position that requires self-discipline, strong communication skills, and trust-building abilities across distributed teams.
The ideal candidate will have experience in an administrative, operations, or support role and be proficient in Microsoft Office Suite and other relevant software.
Key Responsibilities:
* Assist the Chief Operating Officer (COO) with daily tasks, including scheduling meetings, preparing reports, and managing communications.
* Support the implementation of new systems and processes, ensuring smooth integration across departments.
* Coordinate logistics for team meetings, events, and travel arrangements.
Process Documentation:
* Collaborate with the Director of Operations and department heads to document all existing processes.
* Assist in creating and maintaining a repository of standard operating procedures (SOPs) and process maps.
* Identify gaps or inefficiencies in current processes and suggest improvements where applicable.
* Ensure that documentation is kept up-to-date and accessible to relevant team members.
Executive Assistant Responsibilities:
* Manage the COO's calendar, including scheduling and prioritising meetings.
* Act as the first point of contact for internal and external communications directed to the COO.
* Prepare and edit presentations, reports, and confidential correspondence on behalf of the COO.
* Handle travel arrangements, expense reporting, and itinerary management for the COO.
* Provide ad-hoc support for special projects and initiatives led by the COO.
Administrative Assistance:
* Provide administrative support to the COO, including drafting correspondence and organising files.
* Handle internal communications, ensuring clear and timely dissemination of information between departments.
* Prepare and edit presentations, reports, and other documents as needed.
* Manage ad-hoc projects and tasks as assigned by the COO.
Requirements:
* Proven experience in an administrative, operations, or support role.
* Previous experience supporting C-level executives in an administrative or EA capacity.
* Strong organisational and time management skills.
* Excellent written and verbal communication skills.
* Proficient in Microsoft Office Suite and other relevant software.
* Ability to work independently and as part of a team in a fast-paced environment.
* High level of attention to detail and problem-solving skills.
Desirable Skills:
* Experience in using Jira/Confluence would be beneficial.
* Any IT-related certifications such as Scrum Master, Project Management, or Cloud certifications would be viewed favourably.
Personal Qualities and Behavioural Traits:
* A positive attitude when faced with challenging requirements and situations.
* An ability to build and maintain positive relationships with both internal stakeholders/departments and external service providers, agencies, colleagues, vendors, associations, and other external-facing organisations.
* Professional discretion and confidentiality when handling sensitive information.
* Self-disciplined and able to manage time effectively in a remote work environment.