Operations Executive Assistant

Vintti is a specialized staffing agency that believes diversity is the catalyst for innovation. We connect US-based SMBs, startups, and firms with exceptional talent from Latin America, fostering a rich tapestry of cultural perspectives within American businesses. Our unique position allows us to handpick professionals who not only possess the required skills but also bring fresh ideas and global insights to the table. Vintti's services go beyond filling positions; we enrich company cultures and expand business horizons on an international scale.

An Operations Executive Assistant plays a crucial role in supporting the executive team by streamlining daily operations, managing schedules, and handling key administrative tasks. This role is pivotal in enhancing organizational efficiency, coordinating executive communications, and ensuring that strategic initiatives are executed smoothly. Responsibilities often include drafting correspondence, preparing reports, arranging meetings, and liaising with internal and external stakeholders. The role demands exceptional organizational skills, attention to detail, and the ability to maintain confidentiality while performing high-level administrative tasks.

- Bachelor's degree in Business Administration, Management, or a related field preferred.
- Minimum of 3-5 years of experience as an executive assistant or in a similar administrative role.
- Proven ability to handle confidential information with discretion.
- Excellent organizational and time-management skills.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Experience with scheduling and calendar management.
- Strong attention to detail and accuracy.
- Ability to multitask and prioritize tasks efficiently.
- Strong problem-solving skills and ability to work independently.
- Experience in project management and ability to track progress and deadlines.
- Demonstrated ability to interact with internal and external stakeholders professionally.
- Ability to coordinate and manage event logistics effectively.
- Experience in preparing and submitting expense reports.
- Knowledge of office management systems and procedures.
- Ability to work in a fast-paced environment and handle high-pressure situations.
- Strong research skills and the ability to compile and present data effectively.
- Ability to provide exceptional customer service.
- Strong interpersonal skills and the ability to work collaboratively within a team.
- Flexibility and adaptability to changing priorities.
- Knowledge of travel coordination and arrangement processes.
- Experience in onboarding and training new employees is a plus.
- Familiarity with company policies and procedures to ensure operational compliance.
- Willingness to handle special projects and responsibilities as assigned.

- Manage and prioritize incoming and outgoing communications, including emails, phone calls, and correspondence.
- Schedule and coordinate meetings, appointments, and travel arrangements for executives.
- Prepare and edit reports, memos, presentations, and other documents.
- Maintain and organize files, records, and databases for easy access and retrieval.
- Assist in the preparation and distribution of agendas, minutes, and follow-up action items for meetings.
- Handle confidential and sensitive information with discretion and professionalism.
- Conduct research and compile data to support decision-making and strategic planning.
- Assist with project management tasks, tracking progress, deadlines, and deliverables.
- Interact with internal and external stakeholders, fostering positive relationships.
- Coordinate logistics for events, conferences, and seminars, including venue booking, catering, and materials preparation.
- Monitor and manage office supplies inventory, placing orders as needed.
- Provide administrative support to various departments as required.
- Assist in onboarding new employees, including scheduling training sessions and preparing necessary documentation.
- Track and report on executive expenses, preparing and submitting expense reports for reimbursement.
- Facilitate effective communication and collaboration within the executive team and other departments.
- Handle special projects and assignments as directed by executives.
- Utilize office software and technology efficiently to complete tasks.
- Ensure operational processes adhere to company policies and procedures.
- Assist in the development and implementation of office policies and procedures.
- Provide exceptional customer service and maintain a professional office environment.

The ideal candidate for the Operations Executive Assistant role is a highly organized and detail-oriented professional with a Bachelor's degree in Business Administration, Management, or a related field, backed by 3-5 years of experience in an executive assistant or similar administrative role. They possess exceptional time-management skills and a proven track record of handling confidential information with utmost discretion. With strong written and verbal communication abilities, they are proficient in Microsoft Office Suite and other relevant software, demonstrating adeptness at managing and prioritizing multiple tasks efficiently. They exhibit strong problem-solving and critical-thinking skills, coupled with the ability to work independently and take initiative. The ideal candidate maintains a professional demeanor and showcases strong interpersonal skills, ensuring exceptional customer service and fostering positive relationships with stakeholders. Flexible and adaptable to changing priorities, they excel in research and data compilation, event logistics coordination, project management, and tracking deliverables. Their experience extends to scheduling, calendar management, onboarding and training new employees, and familiarity with travel coordination and arrangement processes. Committed to maintaining a professional office environment, they have strong organizational documentation and record-keeping skills, and a willingness to take on special projects and assignments as required.

- Manage and prioritize incoming and outgoing communications, including emails, phone calls, and correspondence.
- Schedule and coordinate meetings, appointments, and travel arrangements for executives.
- Prepare and edit reports, memos, presentations, and other documents.
- Maintain and organize files, records, and databases for easy access and retrieval.
- Assist in the preparation and distribution of agendas, minutes, and follow-up action items for meetings.
- Handle confidential and sensitive information with discretion and professionalism.
- Conduct research and compile data to support decision-making and strategic planning.
- Assist with project management tasks, tracking progress, deadlines, and deliverables.
- Interact with internal and external stakeholders, fostering positive relationships.
- Coordinate logistics for events, conferences, and seminars, including venue booking, catering, and materials preparation.
- Monitor and manage office supplies inventory, placing orders as needed.
- Provide administrative support to various departments as required.
- Assist in onboarding new employees, including scheduling training sessions and preparing necessary documentation.
- Track and report on executive expenses, preparing and submitting expense reports for reimbursement.
- Facilitate effective communication and collaboration within the executive team and other departments.
- Handle special projects and assignments as directed by executives.
- Utilize office software and technology efficiently to complete tasks.
- Ensure operational processes adhere to company policies and procedures.
- Assist in the development and implementation of office policies and procedures.
- Provide exceptional customer service and maintain a professional office environment.

- Highly organized and detail-oriented
- Exceptional time-management skills
- Discreet and trustworthy with sensitive information
- Strong written and verbal communication abilities
- Proficient in Microsoft Office Suite and relevant software
- Adept at managing and prioritizing multiple tasks
- Strong problem-solving and critical-thinking skills
- Ability to work independently and take initiative
- Professional demeanor and strong interpersonal skills
- Exceptional customer service orientation
- Flexible and adaptable to changing priorities
- Strong research and data compilation skills
- Effective at coordinating and managing event logistics
- Ability to foster positive relationships with stakeholders
- Experience in project management and tracking deliverables
- Efficient in scheduling and calendar management
- Ability to handle high-pressure situations
- Demonstrated ability to work collaboratively within a team
- Knowledgeable in office management systems and procedures
- Experience in onboarding and training new employees
- Committed to maintaining a professional office environment
- Willingness to take on special projects and assignments
- Familiarity with travel coordination and arrangement processes
- Strong organizational documentation and record-keeping skills

- Competitive salary range (e.g., $60,000 - $80,000 annually)
- Comprehensive health benefits (medical, dental, vision insurance)
- Retirement savings plan with company match
- Paid time off (vacation, sick leave, personal days)
- Paid holidays
- Flexible work schedule options
- Remote work opportunities
- Professional development and training programs
- Employee wellness programs
- Tuition reimbursement
- Opportunities for career advancement
- Employee assistance program (EAP)
- Life and disability insurance
- Commuter benefits
- Onsite gym or fitness membership reimbursement
- Company-sponsored events and team-building activities
- Childcare assistance programs
- Employee discount programs
- Technology and office supply stipends