Overview
Sr Operations Admin Jobs in Pierre, SD at Fedex
The Position
The Operations Coordinator is an integral part of Team Pennsylvania. We are seeking someone who is incredibly organized and detail-oriented; takes a high level of personal responsibility; is able to strategically prioritize; and is a proactive self-starter with a great attitude. The primary job responsibilities fall into two categories: (1) working closely with the President and CEO and her leadership team in managing a full and dynamic schedule; and (2) managing the office’s day-to-day operations so the team can function effectively and efficiently. This role will report directly to the VP of People & Operations, although tasks will often be directed by the CEO.
The following focus areas will be key for this role:
Executive Operations Support
Supporting and managing complex calendars, including scheduling and coordinating meetings and travel time for the CEO, as well as at times supporting other executive team calendars
Scheduling, organizing, and coordinating the organization’s weekly staff meeting and occasional ad-hoc meetings convened by the CEO. This includes the coordination, preparation, and distribution of agendas and materials in advance of the meetings
Supporting Board relations through the scheduling and coordination of Board and Committee meetings, including coordination, preparation and distribution of agendas and materials in advance of the meetings, as well as taking and finalizing meeting minutes
Providing logistical support for internal and external meetings and events and facilitating smooth communication and collaboration across multiple aspects of the organization
Booking business travel and actively monitoring for travel disruptions and any travel changes needed
Demonstrating utmost professionalism in communication via phone, email, and in-person interactions
Committing to responsive and timely collaboration with the leadership team, staff, and external partners
Preparing, editing, and formatting correspondence, reports, presentations, and other documents with a high level of accuracy and attention to detail, maintaining confidentiality and adhering to tight deadlines
Supporting stewardship efforts, including coordination of follow-up notes, gifts, cards, donation acknowledgments, and awards when needed
Supporting special projects, events, and initiatives as assigned
Managing confidential and sensitive information with the utmost discretion and professionalism, handling executive-level matters with integrity and maintaining strict confidentiality
Office Operations Management
Managing day-to-day office operations to ensure efficiency, productivity, and a well-organized work environment
Proactively identifying and resolving operational and administrative issues, anticipating the needs of the team, and implementing solutions to enhance efficiency and effectiveness
Maintaining accurate and updated records in the organization’s Customer Relationship Management (CRM) software
Processing incoming donations, including scanning, depositing and reporting to essential staff
Serving as the ‘Director of First Impressions’ by occasionally managing the reception desk, phone system, and any guests to the office when there are events or other expected visitors
Maintaining office supplies and equipment
Liaising with building management and being familiar with procedures and contacts for office needs
Overseeing office maintenance, including repairs, cleaning, and safety/security protocols
Collaborating with vendors and service providers for facility needs
Managing security protocols and emergency procedures to ensure the safety of all team members and visitors
Managing the shared kitchen and catering spaces
The Person
The Executive Assistant and Office Manager is likely to see themselves in the following examples as they are designed to help you determine if this opportunity aligns with your own passion, purpose, skills, and experiences.
You love behind-the-scenes work
You have a strong attention to detail and love making sure that work is accomplished in a way that is both high quality and efficient
You have a strong understanding of clerical procedures and systems such as recordkeeping and filing
You have fun creating efficient systems and procedures for the office
You are an operational ninja
You excel at organizational, time management, and problem-solving skills, with the ability to prioritize and multitask
You are a strong communicator both written and oral, from staff to high-level partners (e.g. top management, board leadership)
You are attentive to the needs of in-office staff
You anticipate the needs of the various stakeholders that visit the office
You create a space for all staff to feel productive
You go the extra mile
You love to go above and beyond
You are proactive
You are committed to continuous quality improvement
You provide outstanding customer service
You hold yourself to a high standard of excellence
You have a positive, can-do attitude
You are resourceful and independent
Qualifications
Ability to travel to the Harrisburg office 5 days/week (Required)
At least 5 years of experience in at least one of the following roles: (Required)
Executive assistant or similar administrative role with significant responsibilities
Supporting senior executives in a busy, deadline-driven environment
Position that required a similarly high level of customer service, attention to detail, project management, strategic prioritization, being a self-starter, and/or administrative functions
High level of proficiency with technology tools, including but not limited to the Microsoft Suite (Word, Excel, PowerPoint), Google Suite, and Slack (Required)
Proven ability to work collaboratively as part of a team
High level of personal responsibility and ownership of tasks and operations
Ability to exercise sound judgment, make timely decisions, and effectively manage multiple projects, priorities, and deadlines
Excellent and versatile oral and written communications skills
Demonstrate respect, professionalism, and sound judgment clearly and consistently with all people
Exercise high and strict levels of confidentiality and use professional judgment and discretion
To apply, please visit the application questionnaire here: https://forms.gle/6utUExQ4aQrcroLs8
Job Type: Part-time
Pay: $25.00 – $30.00 per hour
Schedule:
Monday to Friday
No weekends
Work Location: In person
Title: Sr Operations Admin
Company: Fedex
Location: Pierre, SD
