Operations Associate
We are looking for talented professionals to be a part of a dynamic team. We place a focus on professionalism, kindness, integrity, and a high level of confidentiality, with the goal to deliver best in class service while providing a positive working experience for its staff.
The Operations Associate is a key member of the Family Operations Team, reporting directly to the Senior Manager of Projects and Operations. This role is critical in ensuring the seamless management of staff logistics, calendar management, and cross-functional coordination. The ideal candidate will have excellent organizational skills, a proactive approach to problem-solving, and the ability to manage complex calendars and logistical arrangements.
Key Responsibilities:
- Staff Logistics:
- Coordinate all aspects of staff logistics, including travel arrangements, scheduling, housing/accommodations, and on-site support.
- Maintain up-to-date staff rosters and ensure accurate deployment of personnel across locations.
- Act as the primary point of contact for staff regarding logistical needs and issues.
- Calendar Management:
- Oversee and manage complex property calendars for the Family Operations Team, ensuring alignment with key priorities and events.
- Schedule meetings, coordinate agendas, and manage follow-ups to ensure effective communication and task completion.
- Cross-Functional Administrative Support:
- Collaborate with other teams, such as property management, culinary, childcare, personal assistance, and the school, to fill gaps as needed and ensure smooth operations.
- Work closely with these teams on various needs and operational requests that are strongly administrative in nature.
- Facilitate communication across teams to resolve issues and streamline workflows.
- General Project Coordination:
- Support ongoing projects by tracking policies, milestones, coordinating tasks, and ensuring timely completion.
- Provide updates to stakeholders and assist in identifying and resolving potential project risks.
- Maintain records and documentation related to operations, staffing, and logistics.
Qualifications:
- Bachelor’s degree in business administration, operations management, or a related field.
- 4+ years of experience in an operations or administrative coordination role, preferably within a family office or private service environment.
- Strong organizational skills with the ability to manage multiple priorities and tasks simultaneously.
- High level of discretion and confidentiality when handling sensitive information.
- Excellent communication and interpersonal skills, with the ability to work effectively across diverse teams.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other relevant software.
- Strong problem-solving skills and a proactive approach to addressing operational challenges.
Key Attributes:
- Detail-oriented and highly organized.
- Strong time management skills with the ability to prioritize effectively.
- Collaborative team player with a positive attitude.
- Adaptable and flexible in a dynamic work environment.
- Commitment to delivering high-quality support and service.
Salary Range
$118,000 - $160,000 USD
We are an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to equal employment opportunities for all employees as well as providing them with a work environment free of discrimination and harassment.
Employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, or any other status protected by the laws or regulations in the various locations where we operate. We encourage applicants from all ages and backgrounds.
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