Internal Operations Assistant
The Internal Operations Assistant role is a multi-faceted position, providing support for event planning, office and facilities management, immigration and general administrative support. This on-site position requires an individual who thrives in a fast-paced environment, enjoys supporting teams and events, and takes the initiative to keep office operations running smoothly. In-office attendance is required Monday through Friday. The office is currently located in Midtown.
Essential Duties and Responsibilities
Event and Meeting Planning :
- Coordinate logistics for internal and external meetings, conferences and special events
- Prepare agendas, presentations and follow-up items
- Assist with travel bookings, accommodations and catering needs
- Provide event support, including scheduling meetings, maintaining databases, and conducting research
- Liaise with vendors, exhibitors, and stakeholders during the event planning process to ensure everything is in order
- Assist with event set up, tear down, and follow-ups
- Assist with unforeseen issues and troubleshoot any emerging problems
- Manage guests and RSVP lists
Office and Facilities Management :
Greet and assist visitors and guestsManage office supplies, inventory and storage room organizationEnsure the breakroom is well stocked and orderHandle incoming calls, mail and package distributionSubmit and coordinate building maintenance work ordersProvide administrative support related to facilities managementAssist in vendor relationship managementParticipate in safety trainingEnsure employees are informed of building communicationsAdministrative Support :
Draft and format correspondence, reports and internal documentation, to include the monthly HR newsletterMaintain and organize files and records as neededSupport onboarding and orientation for new hiresProvide administrative support to members of the executive team as requestedCreate process documentationAct as the gatekeeper for human resources information on the company intranet by uploading and removing information as directed, ensuring posted information is both current and relevant to the organizationProvide routine administrative support for the immigration sponsorship program, to include filing paperworkAdditional :
Identify process improvements and opportunities to increase efficiencyParticipate in and make contributions to team projects and initiativesAll other duties as assignedRequired Skills / Abilities
Excellent verbal and written communication skillsExcellent interpersonal, negotiation, and conflict resolution skillsExcellent organizational skills and attention to detailExcellent time management skills with a proven ability to meet deadlinesExcellent event meeting and coordination skillsProven ability to act with integrity, professionalism, and confidentialityProficiency with or the ability to quickly learn technology systems and softwareAbility to work with individuals at all levels of an organizationAbility to work within a fast-paced environmentStrong business acumenEducation and Experience
Minimum of two years of experience with event planning, office management and / or providing administrative supportExperience working within a professional services organization is preferred.Personal Success Characteristics
Empathy and emotional intelligenceAdaptabilityCollaboration and influenceCultural awarenessProfessionalismPositive and encouraging attitudeTechnical Skills
Microsoft 365, TeamsWorking and Physical Environment
Remain stationary for extended periods of timePerform work in a normal office environmentOccasionally move about the officeAble to lift twenty-five poundsAble to bend at the waist to assist with lifting or other tasksAble to stoop, crouch or kneelOperate computer and office equipmentCommunicate with internal and external individuals through verbal and written communication, including electronic communication.Observe data on a computer screenMust be able to detect visual cues on a screenDomestic travel 0 to 10%.This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required. All employees may be required to perform duties outside of their normal responsibilities as needed. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
