Operations Administrative Coordinator

2 weeks ago

Paw Paw, Illinois, United States The Pizzo Group Full time
Job Overview

Salary: 48k-54k BOE

Position Summary:
We are in search of a detail-oriented and proactive Administrative Assistant to provide essential support to our executive team and ensure the seamless execution of daily operations and various high-priority projects. The successful candidate will exhibit outstanding organizational and communication abilities, maintain a high level of professionalism, and demonstrate an aptitude for managing multiple responsibilities effectively. This role is vital for the successful implementation of strategic initiatives and the smooth functioning of daily tasks.

Key Responsibilities:

1. Administrative Duties:

  • Calendar Coordination: Organize and manage executive schedules, including meetings, appointments, and travel arrangements, ensuring optimal time management.
  • Correspondence Management: Draft, proofread, and edit communications such as emails, reports, and presentations, acting as a liaison between the executive team and various stakeholders.
  • Meeting Preparation: Organize executive meetings by preparing agendas, gathering necessary documents, and recording minutes, while following up on action items to ensure timely completion.
  • Confidentiality Maintenance: Uphold strict confidentiality regarding sensitive information and executive matters.

2. Project Management Support:

  • Project Coordination: Assist in the planning, execution, and monitoring of strategic projects, tracking milestones and deadlines to ensure timely completion.
  • Documentation Management: Prepare and oversee project documentation, including plans, status reports, and presentation materials, ensuring accuracy and organization.
  • Stakeholder Engagement: Facilitate communication with project stakeholders, scheduling meetings, providing updates, and addressing inquiries.
  • Issue Resolution: Aid in identifying and resolving project-related challenges and risks, proposing solutions to keep projects on track.

3. Operational Assistance:

  • Process Enhancement: Contribute to the development and implementation of operational processes and procedures aimed at improving efficiency.
  • Data Analysis: Collect, analyze, and interpret operational and project-related data, preparing reports and presentations for executive review.
  • Event Planning: Organize and coordinate significant company events, including conferences, workshops, and team-building activities.

4. Strategic Support:

  • Research and Insights: Conduct research and gather information to support strategic decision-making, preparing summaries and recommendations based on findings.
  • Special Initiatives: Assist with special projects and initiatives as directed by the executive team, providing administrative and project management support as required.

5. Additional Responsibilities:

  • Office Management: Oversee office supplies inventory, manage office equipment, and maintain an organized and efficient office environment.
  • Team Collaboration: Build positive relationships with colleagues, clients, and vendors, supporting team members in achieving departmental objectives.
Qualifications:

Education: Degree in Business Administration, Management, or a related field preferred.

Experience: Minimum of 4 years in an executive administrative or project coordination role, ideally supporting senior executives.

Skills:
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experienced with project management software.
  • Required proficiency in QuickBooks Desktop and QuickBooks Online software.
  • Strong organizational and time-management skills, capable of handling multiple tasks in a fast-paced environment.
  • Exceptional verbal and written communication skills, with a keen attention to detail.
  • Ability to maintain confidentiality and manage sensitive information discreetly.
  • Demonstrated problem-solving and analytical skills with a proactive approach to tasks and projects.
Benefits:

We offer a comprehensive benefits package designed to support your well-being and professional growth, with full details provided during the interview process.

Please Note:
This job description is not intended to be an exhaustive list of all responsibilities, duties, or skills and is subject to review and change at any time, with or without notice. This position is exempt based on FLSA laws. The Pizzo Group utilizes E-Verify and third-party background check services during the hiring process.

All your information will be kept confidential according to EEO guidelines.

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