Job Summary
The Operations and Admin Assistant will play a key role in supporting both company operations and executive tasks for the CEO. This multifaceted role requires a proactive, detail-oriented individual capable of managing administrative duties, liaising with internal teams and external partners, overseeing procurement activities, and ensuring smooth operations. Additionally, the assistant will provide personal support to the CEO as needed.
Duties & Responsibilities
This position offers an opportunity to work closely with leadership, gain experience in various facets of the business, and play an essential role in both the operational success and personal support of the CEO.
1. Administrative Support:
• Manage daily administrative functions, including handling communications, scheduling meetings, house rules management, HR onboarding and organizing company documents.
• Prepare and distribute reports, internal memos and external correspondences as required.
• Serve as the main point of contact for internal communications, ensuring timely responses and coordination.
2. Operations Liaison:
• Act as a liaison between departments, facilitating communication and ensuring smooth workflow for operational tasks.
• Coordinate with finance, HR, and other departments to resolve operational issues and streamline processes.
3. Procurement & Inventory Management:
• Handle procurement processes, including obtaining quotes, processing purchase orders, and managing supplier relationships.
• Monitor and manage inventory shipments, coordinating with suppliers to ensure timely delivery.
4. Inside Sales Support:
• Support inside sales activities by assisting with customer inquiries, preparing quotes, and tracking sales orders.
• Coordinate with the sales team to ensure timely delivery and follow-up on customer requests.
5. Executive Assistance to CEO:
• Manage CEO’s appointments, travel arrangements, and personal tasks as required.
• Assist with CEO’s communications, emails, and project follow-ups, acting as a reliable point of contact.
6. General Office & Facilities Management:
• Oversee office supplies, coordinate with vendors, and manage facility-related needs to maintain an efficient work environment.
• Organize company events, meetings, and team-building activities.
Job Holder’s Specifications
• Minimum of 3 years of experience in an administrative or operations assistant role.
• Strong organizational skills and the ability to manage multiple responsibilities.
• Proficiency in Microsoft Office Suite and experience with CRM and ERP systems is a plus.
• Excellent verbal and written communication skills.
• High level of confidentiality and discretion.
Skills Required:
• Strong interpersonal and communication abilities.
• Detail-oriented with exceptional time-management skills.
• Ability to adapt to dynamic work environments and handle shifting priorities.
• Professional demeanour with a positive, proactive attitude.
