Operations Administrative Assistant

Vintti is a forward-thinking staffing agency at the forefront of global talent solutions. We specialize in connecting US-based SMBs, startups, and firms with highly skilled professionals from Latin America. Our innovative approach breaks down geographical barriers, allowing businesses to tap into a rich pool of diverse talent while offering Latin American professionals access to exciting international career opportunities. Vintti builds bridges across continents, fostering cultural exchange and driving business growth through strategic staffing solutions.

An Operations Administrative Assistant plays a crucial role in ensuring the smooth and efficient functioning of daily operations within an organization. This position focuses on providing comprehensive administrative support to the operations team, which includes managing schedules, coordinating meetings, handling communications, and maintaining records. Additionally, an Operations Administrative Assistant is often tasked with assisting in the development and implementation of operational policies and procedures. By facilitating effective communication and organizational logistics, this role significantly contributes to the overall productivity and success of the company.

- High school diploma or equivalent; Associate’s or Bachelor’s degree preferred.
- Proven experience as an administrative assistant, virtual assistant, or office admin assistant.
- Proficiency in MS Office (MS Excel, MS Word, and MS PowerPoint, in particular).
- Excellent time management skills and ability to prioritize work.
- Attention to detail and problem-solving skills.
- Excellent written and verbal communication skills.
- Strong organizational skills with the ability to multitask.
- Familiarity with office management procedures and basic accounting principles.
- Experience with office equipment, such as fax machines and printers.
- Ability to handle confidential information with discretion.
- Strong interpersonal skills and customer service orientation.
- Ability to work independently with minimal supervision.
- Knowledge of office management systems and procedures.
- Demonstrated ability to work well in a team environment.
- Proficiency in email scheduling tools and calendar management.
- Experience in handling office supplies inventory and orders.
- Ability to assist in the onboarding process of new employees.
- Understanding of event planning and coordination.
- Adept at conducting research and compiling data.
- Experience in processing and verifying expense reports and reimbursements.

- Answer and direct phone calls, emails, and correspondence.
- Schedule and coordinate meetings, appointments, and travel arrangements.
- Prepare and distribute meeting agendas, minutes, and follow-up actions.
- Maintain and update office files, records, and databases.
- Assist in the preparation of regularly scheduled reports.
- Monitor and manage office supplies inventory and place orders as needed.
- Assist with onboarding new employees, including setting up workstations and providing necessary documentation.
- Handle requests for information and data, ensuring confidentiality and accuracy.
- Coordinate and assist with event planning and execution, both internal and external.
- Process incoming and outgoing mail and courier shipments.
- Support the operations team with various administrative tasks and projects.
- Verify and process expense reports and reimbursements.
- Ensure office equipment is properly maintained and serviced.
- Liaise with facility management for maintenance and overall office upkeep.
- Create and maintain Excel spreadsheets, Word documents, and PowerPoint presentations as needed.
- Perform data entry and maintain the accuracy of operational data.
- Assist in the creation and dissemination of internal communications.
- Support the preparation of financial documents, such as invoices and purchase orders.
- Perform receptionist duties when needed, welcoming and directing visitors.
- Conduct research and compile data for reports or presentations.

The ideal candidate for the Operations Administrative Assistant role is a highly organized and detail-oriented individual possessing exceptional time management and multitasking abilities. With a proven track record of success in administrative roles, they bring proficiency in MS Office tools, including Excel, Word, and PowerPoint, combined with excellent written and verbal communication skills. They are adept at managing schedules, coordinating meetings, and handling confidential information with discretion. Their proactive nature allows them to anticipate needs, while their adaptability ensures they can thrive in dynamic environments with shifting priorities. The candidate demonstrates strong problem-solving skills, a customer service-oriented mindset, and possesses the interpersonal skills necessary to liaise effectively with team members and external contacts. They are self-motivated, reliable, and able to work independently, yet they also understand the value of teamwork and collaboration. With a keen attention to detail and an analytical approach, they skillfully compile and interpret data, ensuring accuracy in all financial matters. Quick to learn new software and tools, they excel at managing administrative logistics seamlessly and bring creativity and resourcefulness to event planning and execution. Ultimately, this individual embodies a positive, professional demeanor, and a strong sense of responsibility, making them an invaluable asset to any operations team.

- Answer and direct phone calls, emails, and correspondence.
- Schedule and coordinate meetings, appointments, and travel arrangements.
- Prepare and distribute meeting agendas, minutes, and follow-up actions.
- Maintain and update office files, records, and databases.
- Assist in the preparation of regularly scheduled reports.
- Monitor and manage office supplies inventory and place orders as needed.
- Assist with onboarding new employees, including setting up workstations and providing necessary documentation.
- Handle requests for information and data, ensuring confidentiality and accuracy.
- Coordinate and assist with event planning and execution, both internal and external.
- Process incoming and outgoing mail and courier shipments.
- Support the operations team with various administrative tasks and projects.
- Verify and process expense reports and reimbursements.
- Ensure office equipment is properly maintained and serviced.
- Liaise with facility management for maintenance and overall office upkeep.
- Create and maintain Excel spreadsheets, Word documents, and PowerPoint presentations as needed.
- Perform data entry and maintain the accuracy of operational data.
- Assist in the creation and dissemination of internal communications.
- Support the preparation of financial documents, such as invoices and purchase orders.
- Perform receptionist duties when needed, welcoming and directing visitors.
- Conduct research and compile data for reports or presentations.

- Highly organized with exceptional time management skills
- Keen attention to detail and accuracy
- Strong written and verbal communication skills
- Proactive and able to anticipate needs
- Adaptable and flexible to changing environments and priorities
- Ability to handle and prioritize multiple tasks simultaneously
- Strong problem-solving capabilities
- Discreet and trustworthy with confidential information
- Personable with strong interpersonal skills
- Reliable and dependable with a strong sense of responsibility
- Positive and professional demeanor
- Self-motivated and able to work independently
- Team player with a collaborative approach
- Customer service-oriented mindset
- Tech-savvy and quick to learn new software and tools
- Analytical mindset with the ability to compile and interpret data
- Demonstrated ability to manage administrative logistics seamlessly
- Creative thinker with a knack for event planning
- Detail-oriented with a focus on accuracy in financial matters
- Resourceful with a strong ability to troubleshoot and resolve issues

- Competitive salary (provide specific range if available)
- Comprehensive health benefits (medical, dental, vision)
- Retirement savings plan with company match
- Paid time off including vacation, sick leave, and holidays
- Flexible work schedule options
- Opportunity for remote work or hybrid work arrangements
- Professional development and training opportunities
- Tuition reimbursement program
- Employee assistance program (EAP)
- Wellness programs and incentives
- Discounted gym memberships
- On-site parking or transportation benefits
- Employee recognition and rewards program
- Career advancement opportunities within the company
- Collaborative and inclusive work environment
- Access to company-sponsored events and social activities
- Supportive and accessible leadership team
- Ergonomic office equipment and comfortable workspaces
- Life and disability insurance
- Maternity and paternity leave benefits