An Operating Assistant is a versatile professional who provides critical administrative and operational support to ensure smooth day-to-day business functions, playing a key role in maintaining organizational efficiency and supporting team productivity.
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What is a Operating Assistant?
An Operating Assistant is an administrative professional who supports the daily operations of a business or department. They handle a variety of tasks including scheduling, document management, communication coordination, and logistical support. This role requires strong organizational skills, attention to detail, and the ability to multitask effectively in a fast-paced environment. Operating Assistants often serve as the backbone of office operations, ensuring that administrative processes run smoothly and efficiently.
What does a Operating Assistant do?
Operating Assistants perform diverse administrative duties including managing calendars, scheduling meetings, and coordinating travel arrangements. They handle document preparation, data entry, and maintain filing systems. Operating Assistants often serve as communication liaisons, answering phones, responding to emails, and facilitating internal coordination. They may also assist with inventory management, office supply ordering, and supporting special projects. Their work ensures that daily operations run efficiently and that team members have the administrative support needed to focus on their core responsibilities.
Job Overview
The Operating Assistant provides critical support to ensure smooth daily operations across various departments. This role involves coordinating administrative tasks, maintaining operational efficiency, and serving as a key liaison between teams to support organizational objectives in fast-paced environments.
Operating Assistant responsibilities include:
1. Coordinate daily operational activities and administrative support across departments
2. Maintain and organize operational documentation, reports, and records
3. Assist in inventory management, supply ordering, and equipment maintenance
4. Support cross-functional team communication and meeting coordination
5. Process operational data entry and maintain accurate database records
6. Handle customer and vendor inquiries with professional communication
7. Assist in implementing and maintaining operational procedures and standards
8. Monitor and report on key operational metrics and performance indicators
1. High school diploma or equivalent with 1+ years of office/operations experience
2. Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
3. Strong organizational and time management skills with attention to detail
4. Excellent verbal and written communication abilities
5. Ability to handle multiple tasks simultaneously in fast-paced environment
6. Basic mathematical skills for inventory and data processing
7. Professional demeanor and customer service orientation
Preferred Qualifications
1. Associate's or Bachelor's degree in Business Administration or related field
2. 2+ years of experience in operations support or administrative role
3. Experience with inventory management systems or operational software
4. Knowledge of basic accounting principles and expense tracking
5. Previous experience in multi-department coordination
6. Familiarity with project management tools and methodologies
7. Experience in specific industry operations (retail, healthcare, manufacturing)
Bonus Skills
1. Advanced Excel skills (pivot tables, VLOOKUP, formulas)
2. CRM software experience (Salesforce, HubSpot)
3. Bilingual communication skills (Spanish preferred)
4. Certification in office management or operations
5. Experience with process improvement methodologies
6. Technical troubleshooting abilities for office equipment
7. Knowledge of OSHA regulations and workplace safety protocols
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