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Internal Operations Specialist

Internal Operations Specialist

Scale ArmyPhiladelphia, PA, US
20 hours ago
Job type
  • Full-time
Job description

Internal Operations Specialist

Our client is an innovative organization in the education and training space, committed to streamlining learning through technology, structure, and operational excellence. They foster a collaborative, growth-oriented culture where efficiency and impact go hand in hand.

Role Overview : The Internal Operations Specialist will play a key role in organizing internal systems, managing documentation, and supporting leadership through effective meeting management and operational coordination. The ideal candidate is proactive, highly organized, and tech-savvy, with a proven ability to manage digital workflows and optimize internal processes in a fast-paced environment.

Key Responsibilities :

  • Oversee the company's digital organization across Microsoft 365, Teams, SharePoint, OneDrive, and Google Workspace.
  • Develop and maintain clear folder structures, naming conventions, and permission frameworks.
  • Create and manage internal documentation systems with version control and easy access.

Meetings & Documentation :

  • Coordinate internal and leadership meetings, ensuring agendas, notes, and follow-ups are well managed.
  • Track and follow up on action items and maintain records of meeting cadences.
  • Prepare detailed agendas and summaries for key meetings and company events.

    • Internal Enablement :

  • Update internal decks, slides, and documents to reflect current initiatives and KPIs.
  • Manage vendor lists, track performance, and optimize the tech stack for efficiency.
  • Maintain and update the company's organizational chart.

    • Strategic & Operational Support :

  • Track and report on OKRs and KPIs, aligning with leadership on company-wide goals.
  • Support logistics for board meetings, events, and off-site sessions.
  • Coordinate internal communications and announcements.

    • Continuous Improvement & Innovation :

  • Research and implement AI tools or software to streamline workflows.
  • Drive process improvements and increase operational efficiency.

    • Qualifications :

  • 3+ years in executive assistance, internal operations, or project management roles.
  • Experience in fast-paced environments such as startups or high-growth organizations.

    • Skills :

  • Strong proficiency in Microsoft 365 (Teams, OneDrive, SharePoint, Excel) and Google Workspace.
  • Experience managing documentation systems and organizing digital workflows.
  • Excellent communication and meeting management skills.
  • Highly organized, proactive, and solutions-oriented with strong problem-solving skills.
  • Familiarity with Asana, Power BI, or similar tools is a plus.

    • What Success Looks Like :

  • Clear, accessible, and well-organized internal systems.
  • Seamless coordination of meetings and follow-ups.
  • Anticipation of needs and proactive problem-solving.
  • Streamlined workflows supported by innovative tools and automation.

    • Opportunity : This is an exciting opportunity to help shape the internal operations of a growing organization. If you're strategic, self-driven, and passionate about process improvement, this role offers the chance to make a meaningful impact across teams while supporting company-wide efficiency and growth. Apply now!

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    Operation Specialist • Philadelphia, PA, US