Internal Operations Assistant
29 days ago
Atlanta
Job DescriptionPosition Profile 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. The Internal Operations Assistant reports directly to the Internal Operations Specialist and is not a supervisory role. This position is a non-exempt position in accordance with the Fair Labor Standards Act (FLSA). 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 guests, • Manage office supplies, inventory and storage room organization, • Ensure the breakroom is well stocked and order, • Handle incoming calls, mail and package distribution, • Submit and coordinate building maintenance work orders, • Provide administrative support related to facilities management, • Assist in vendor relationship management, • Participate in safety training, • Ensure employees are informed of building communications Administrative Support • Draft and format correspondence, reports and internal documentation, to include the monthly HR newsletter, • Maintain and organize files and records as needed, • Support onboarding and orientation for new hires, • Provide administrative support to members of the executive team as requested, • Create process documentation, • Act 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 organization, • Identify process improvements and opportunities to increase efficiency, • Participate in and make contributions to team projects and initiatives, • Excellent verbal and written communication skills, • Excellent interpersonal, negotiation, and conflict resolution skills, • Excellent organizational skills and attention to detail, • Excellent time management skills with a proven ability to meet deadlines, • Excellent event meeting and coordination skills, • Proven ability to act with integrity, professionalism, and confidentiality, • Proficiency with or the ability to quickly learn technology systems and software, • Ability to work with individuals at all levels of an organization, • Ability to work within a fast-paced environment, • Strong business acumen Education and Experience • Minimum of two years of experience with event planning, office management and/or providing administrative support, • Experience working within a professional services organization is preferred. Personal Success Characteristics • Empathy and emotional intelligence, • Adaptability, • Collaboration and influence, • Cultural awareness, • Professionalism Working and Physical Environment • Remain stationary for extended periods of time, • Perform work in a normal office environment, • Occasionally move about the office, • Able to lift twenty-five pounds, • Able to bend at the waist to assist with lifting or other tasks, • Able to stoop, crouch or kneel, • Operate computer and office equipment, • Communicate with internal and external individuals through verbal and written communication, including electronic communication., • Observe data on a computer screen, • Must be able to detect visual cues on a screen Powered by JazzHR m7liPkIKRW