Specialist Operations Office Management

JOB PURPOSE/

SUMMARY:

The Specialist – Operations Office Management plays a critical role in supporting the operational and strategic effectiveness of the Operations Department. Reporting directly to the Director – Operations, the role is responsible for managing the Director’s office, ensuring seamless execution of administrative, communication, scheduling, and coordination tasks across the department.

This position extends beyond traditional secretarial support by leading office coordination efforts, facilitating stakeholder communications, supporting departmental projects, and ensuring the Director’s calendar and commitments are optimized for performance and work-life balance. The Specialist also assists in financial and vendor transactions relevant to Operations and upholds professionalism and confidentiality at all times.

• Manage the Director of Operations office, ensuring smooth coordination of daily activities, correspondence, meetings, and task follow-ups.
• Act as key administrative liaison across departments and with external partners.
• Assist in aligning personal and professional commitments of the Director to ensure balanced time management.

• Prepare high-quality communications, executive reports, presentation decks, and meeting materials with attention to detail and confidentiality.
• Support agenda planning, documentation, and minutes of operational and strategic meetings.

• Facilitate effective communication between the Director of Operations and internal/external stakeholders.
• Ensure priorities and follow-ups are tracked, escalated, and addressed on time.

• Provide administrative and coordination support to special initiatives led by the Director of Operations.
• Coordinate with internal functions, vendors, and regulators as required.

• Maintain organized digital and physical filing systems, databases, and administrative tools.
• Ensure quick access to records and decision-making documents.

• Support approvals for departmental payments.
• Coordinate with Finance and external parties to ensure timely and accurate execution.

• Undertake other tasks and responsibilities as assigned to contribute to the success of the Operations Management office.

Education/Certification/ Licensure/Professional Membership

• Bachelor’s Degree in Business Administration, Office Management, or related field.
• At least 3 years of experience in office administration and executive support services may substitute for the degree requirement.

• Minimum 5 years of experience in office management, executive support, or administrative coordination roles.