Executive Assistant/Operations Manager

$85,000 - $125,000/Yr

Unclassified - Capitola, CA

Full-time - Mid Level

Capitola, CA

About the position

We seek an assertive, organized, and detail-oriented individual to join our team as an Executive Assistant/Operations Manager. In this dual role, you will provide essential administrative support to the management team while also offering operational support to the staff, ensuring the smooth operation of daily business activities. This position is critical as it handles important details, allowing others to focus on their priorities. You will be responsible for managing various tasks that contribute to the overall efficiency and effectiveness of the organization. As an Executive Assistant/Operations Manager, your responsibilities will include providing administrative support to the President and Directors, recruiting, onboarding, and supporting new hires, and identifying opportunities to establish or improve existing processes. You will act as a liaison between departments, supporting team operations for over 200 on-site staff. Additionally, you will prepare and edit monthly reports, conduct research, compile data for various projects, and assist with project coordination, ensuring follow-up on action items. You will also coordinate and plan company events, managing logistics and vendor relationships, while maintaining confidential files and records. Promoting and supporting an enthusiastic and professional culture within the organization will be a key aspect of your role, along with other duties as assigned. This position requires a proactive approach to problem-solving and the ability to handle sensitive information with confidentiality and discretion.

Responsibilities

• Provide administrative support to the President and Directors
• Recruit, onboard, and support new hires
• Identify opportunities to establish or improve existing processes
• Act as a liaison between departments
• Support team operations of 200+ on-site staff
• Prepare and edit monthly reports
• Conduct research and compile data for various projects
• Assist with project coordination and follow-up on action items
• Coordinate and plan company events, including logistics and vendor management
• Maintain confidential files and records
• Promote and support an enthusiastic and professional culture
• Perform other duties as assigned

Requirements

• Proficient in G Suite and Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Excellent organizational and time management skills
• Outstanding interpersonal and communication skills
• Demonstrated ability to coordinate multiple tasks simultaneously
• Previous experience in event planning and project coordination
• Ability to handle sensitive information with confidentiality and discretion
• Proactive problem-solving abilities
• Previous experience as an executive assistant and in employee management
• Minimum of 3 years of executive administrative support experience

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance