Executive Operations Assistant Job at Van Beek Natural Science in Orange City

Job Summary:

The Executive Operations Assistant is a key support role, working closely with the VP of Operations and CEO to ensure efficient executive functions and smooth business operations. This position requires a highly organized and proactive individual with exceptional administrative, communication, and project coordination skills. The ideal candidate will serve as a strategic partner, handling executive support duties while also contributing to operational efficiency and organizational success.

Key Responsibilities:
Executive Support:

• Manage the calendars, schedules, and travel arrangements for the VP of Operations and CEO.
• Prepare reports, presentations, and executive correspondence.
• Act as a liaison between the executives and internal/external stakeholders.
• Coordinate and organize executive meetings, board meetings, and company-wide initiatives.
• Handle confidential information with discretion and professionalism.

Operations & Project Coordination:

• Assist the VP of Operations in monitoring and tracking key operational projects.
• Support process improvements and workflow efficiencies within the organization.
• Conduct research, gather data, and provide insights to support strategic decision-making.
• Ensure smooth communication between departments and executive leadership.
• Help manage operational budgets, expense reports, and vendor relationships.

Administrative & Office Management:

• Oversee office operations, including supply management and facilities coordination.
• Assist with HR-related tasks such as employee onboarding, policy updates, and engagement initiatives.
• Maintain and organize company records, ensuring easy access for executives.
• Draft internal communications and announcements as needed.

Qualifications & Skills:

• Education: Bachelor's degree in business administration, management, or a related field preferred.
• Experience: 3-5+ years in executive assistance, operations support, or a similar role.
• Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and project management tools (Asana, Trello, Monday.com, etc.).
• Exceptional organizational and multitasking abilities.
• Strong problem-solving skills with attention to detail.
• Ability to work independently, prioritize tasks, and meet tight deadlines.
• Excellent written and verbal communication skills with a professional demeanor.
• Experience handling sensitive and confidential information with discretion.