Executive Assistant to Director of Operations

We are seeking a highly organized, resourceful, and detail-oriented Executive Assistant to support our Director of Operations. This is a critical role that ensures the smooth coordination of administrative and operational priorities. You’ll serve as a right hand to the Director, facilitating day-to-day tasks, streamlining communication, and playing an active role in project execution and vendor coordination. This position is based on-site to start, with potential for hybrid flexibility.

Key Responsibilities

• Executive Support and Coordination
  • Manage and prioritize a dynamic calendar and schedule
  • Coordinate work-related travel arrangements, agendas, and itineraries
  • Provide general administrative support to the Director of Operations as needed
  • Collaborate closely with the President and General Manager to coordinate on tasks, priorities and projects.

• Customer, Vendor and Internal Communications and Reporting
  • Interface professionally with customers and vendors, ensuring clear communication and follow-up
  • Monitor shared inboxes; draft and manage email correspondence on behalf of the Director
  • Prepare and organize reports, presentations, and documentation for internal and external meetings
  • Coordinate with cross-functional teams, suppliers, and logistics partners to ensure smooth workflow
  • Collaborate closely with the Logistics Coordinator to track ocean and inland shipments and assist in reporting
  • Prepare summaries of meetings, decisions, and follow-up tasks

• Project & Operations Support
  • Support project planning, tracking, and execution by collaborating with internal teams
  • Assist in tracking operational KPIs, metrics, and project timelines
  • Coordinate interdepartmental updates and assist with team meeting agendas/follow-ups
  • Help develop internal SOPs and documentation for recurring operational processes
  • Order and maintain office supplies and operational tools as needed
  • Provide backup support to facilitate order processing
  • Provide backup support in interfacing with Shipping Manager
  • Provide backup support in ocean freight Logistics monitoring

Required Qualifications

• 2+ years of experience as an Executive Assistant or similar role
• Proficiency in:
  • Microsoft Excel, PowerPoint, Outlook, and Teams
  • QuickBooks and ERP systems (preferred)
  • Data entry in various business platforms and web portals
• BA or AA degree preferred

Key Skills & Attributes

• Strong written and verbal communication skills
• High attention to detail and accuracy
• Proactive organizational and prioritization skills
• Ability to manage multiple tasks in a fast-paced environment
• Creative problem-solving approach and initiative to improve systems
• Process-Oriented Thinking: Able to break down tasks into repeatable, efficient steps
• Professional demeanor, discretion, and accountability
• A strong desire to grow business operations knowledge and skillset
• Takes pride in supporting leaders, improving systems, and helping others succeed

Success in this Role Looks Like

• The Director of Operations is consistently briefed, prepared, and focused each day
• Projects move forward with clear documentation and follow-up
• Communication with vendors and customers is timely and professional
• You’ve established yourself as a reliable problem solver and trusted operations partner

Company & Culture

We are a family-owned company of ~25 employees, committed to collaboration, continuous improvement, and respect in the workplace. Our team thrives on trust, professionalism, and a shared commitment to excellence. You’ll join a close-knit team where individual skills and contributions are valued, and where your role will make a direct impact on the operations of the company.