The Operations Assistant provides administrative support for agency operations, human resources, and executive leadership. This role also assists with special projects directed by the Office of the CEO and helps ensure efficient day-to-day organizational operations.

The ideal candidate is highly organized, detail-oriented, self-motivated, and able to manage multiple priorities in a professional and trauma-informed environment.

Key Responsibilities

Operations & Administrative Support

• Provide administrative support including word processing, filing, scanning, and distributing correspondence.
• Coordinate and delegate tasks to administrative staff, volunteers, interns, and temporary personnel as needed to maintain efficient operations.
• Prepare monthly staff sign-in sheets for the front desk.
• Manage offsite file storage systems and vendor accounts.
• Coordinate office supply ordering and inventory.
• Oversee maintenance and purchasing of office equipment (excluding computers).
• Manage organizational Zoom accounts, calendars, and related processes.
• Handle agency mail, including pickup, delivery, and distribution.
• Maintain employee mailboxes, master employee lists, phone directories, and emergency contact lists.
• Coordinate internal staff communications including emails, flyers, and meeting notices.
• Assist in maintaining organizational manuals and internal documentation.
• Support departments across the agency with administrative services as assigned.
• Coordinate updates and distribution of the annual holiday schedule.
• Assist with special projects as assigned by leadership.

Human Resources Support

• Assist with recruitment and hiring processes, including:
• Posting and removing job advertisements.
• Conducting background screenings, drug screenings, TB tests, MVR checks, and I-9/E-Verify processing.
• Completing reference checks.
• Preparing candidate correspondence and offer/rejection letters.
• Maintaining organized applicant and personnel records in compliance with retention policies.
• Coordinate onboarding for new hires and communicate onboarding needs to IT, managers, and training departments.
• Assist with benefits enrollment in coordination with payroll and benefits staff.
• Maintain and update HR forms, job descriptions, and personnel records.
• Support the performance evaluation process and track compliance deadlines.
• Ensure required employee screenings and rescreens are completed timely.
• Maintain both physical and electronic personnel files in compliance with contractual and regulatory standards.
• Participate in personnel file audits and compliance reviews.
• Assist with job description review and approval processes.

Executive Leadership Support

• Provide administrative support to the CEO and Executive Leadership Team.
• Manage incoming and outgoing executive correspondence and mail.
• Assist in coordinating all-staff meetings, including scheduling, invitations, agendas, room setup, and refreshments.
• Support board meetings and retreats by:
• Preparing meeting spaces and materials.
• Coordinating refreshments and supplies.
• Ensuring technical equipment is functional.
• Taking and distributing meeting minutes.
• Assist with board packet preparation and board roster updates as needed.
• Support employee recognition and appreciation initiatives, including:
• Service awards and appreciation events.
• Employee gifts, cards, flowers, and recognition programs.
• Administrative support for employee engagement activities.
• Coordinate required DCF notifications regarding leadership or board changes.
• Monitor agency suggestion boxes and distribute information appropriately.

Qualifications

• Proficiency in Microsoft Office Suite, particularly Word and Excel.
• Strong organizational, administrative, and time management skills.
• Excellent written and verbal communication abilities.
• Ability to prioritize tasks and work independently in a fast-paced environment.
• Strong customer service and problem-solving skills.
• Ability to maintain professionalism, confidentiality, and sound judgment.
• Must be adaptable, detail-oriented, and collaborative.
• Ability to work within a trauma-informed service environment.

Preferred Qualifications

• Bilingual abilities are a plus.
• Experience in domestic violence, sexual assault, nonprofit, or social service organizations preferred.