Operations Assistant – Job Description

We are looking for a highly organized and detail-oriented Operations Assistant to support daily business functions. This role is perfect for someone who thrives in a support capacity, enjoys handling multiple tasks, and plays a key part in ensuring smooth, efficient operations.

 

Key Responsibilities

• Enter, update, and manage information across various platforms, including CRM systems.
• Communicate effectively with internal and external stakeholders via email, Slack, Asana, or similar tools.
• Track, maintain, and update timesheets to ensure accurate and timely records.
• Assist in preparing reports, spreadsheets, and operational trackers.
• Provide general operational and administrative support, including handling ad-hoc tasks.
• Monitor systems, troubleshoot basic issues, and escalate more complex concerns when needed.
• Stay organized, prioritize tasks, and consistently meet deadlines in a fast-paced environment.

 

Requirements

 

• Bachelor’s degree in Finance, Accounting, IT, Business Administration, or a related field (preferred).
• Proficiency in Microsoft Excel (VLOOKUP, basic formulas, pivot tables).
• Strong organizational, analytical, and time-management skills with exceptional attention to detail.
• Ability to manage multiple priorities simultaneously and maintain workflow momentum.
• Clear written and verbal communication skills, with a proactive and resourceful approach to tasks.
• Proven administrative and operational experience.
• Hands-on experience using project management tools such as Asana or Jira.
• Proficiency with time-tracking tools, including Hubstaff.
• Experience acting as a liaison between teams, clients, and management.
• Strong communication, coordination, and organizational skills, particularly in remote team environments.
• Familiarity with CRM systems, with a preference for HubSpot.

 

Device Compliance Checklist (Desktop)

To ensure secure access to systems, the following device requirements must be met:

• Fingerprint, Touch ID, or Windows Hello enabled.
• All local drives (C, D, E) must be encrypted using BitLocker (Windows) or FileVault (macOS).
• Firewall enabled with Stealth Mode activated.
• Operating system build: Version 26200 or later.
• Windows users must be on Windows 11 Pro (25H2).