Operations Assistant - New Orleans, United States - Pomegranate Hospitality

Description

Position Title: Operations Assistant

Reports to: Senior Operations Manager

Overview:

The Operations Assistant plays a key role in supporting the day-to-day operations of the organization and the executives. They assist in various administrative and operational tasks to ensure smooth functioning across departments while also focusing on event coordination and logistics.

Responsibilities:

Operational Support

1. Administrative Support: Provide administrative assistance to various departments as needed, including data entry, and filing.
2. Document Management: Maintain and organize documents, records, and files both electronically and physically. Ensure accuracy, completeness, and confidentiality of all documents.
3. Logistics Coordination: Support logistics activities such as shipping, receiving, and distribution of materials or products. Ensure shipments are processed accurately and in a timely manner.
4. Communications: Serve as a point of contact for internal and external communications. Assist in drafting correspondence, emails, and reports as needed.
5. Database Management: Input and maintain data in organizational databases. Generate reports and analyze data to support decision-making processes.
6. Problem Solving: Identify and resolve operational issues in a timely manner. Escalate complex problems to the appropriate personnel for further investigation and resolution.
7. Other Duties: Perform other duties and responsibilities as assigned by the Senior Operations Manager or Executive team.

Executive Management

1. Calendar Management: Manage and prioritize the executive's calendar, including scheduling appointments, meetings, and travel arrangements. Anticipate scheduling conflicts and proactively resolve them.
2. Email and Correspondence: Screen and prioritize incoming emails, and correspondence. Draft responses on behalf of the executives and the company and ensure timely follow-up. Oversee Donation management and receipts.
3. Travel Arrangements: Arrange domestic and international travel accommodations, including flights, hotels, transportation, and visas. Prepare detailed itineraries and ensure travel plans align with the executive's preferences and schedule. Ensure all travel is accurately entered into calendars so schedules are up to date.
4. Communication Liaison: Serve as a point of contact between the executives and internal/external partners Communicate effectively and professionally on behalf of the executives.
5. Expense Management: Process expense reports where applicable, reimbursements, and invoices in a timely manner. Track expenses, reconcile accounts, and prepare financial reports as needed. Submit all partner expenses to Senior Operations Manager in a timely fashion.
6. Confidentiality: Handle confidential and sensitive information with discretion and integrity. Maintain confidentiality in all aspects of work and communication.
7. Prioritization and Time Management: Manage multiple tasks and priorities simultaneously. Anticipate deadlines and proactively manage workload to ensure tasks are completed on time.

Event Planning Support:

1. Event Planning: Monitor and respond timely to event leads across all businesses. Collaborate with clients or internal teams to understand event objectives, themes, and requirements. Develop event plans, timelines, and contracts to ensure successful execution.
2. Logistics Coordination: Coordinate all logistical aspects of events. Create detailed event timelines and schedules to ensure smooth execution on the day of the event. Conduct in person or virtual meetings with restaurant teams for execution.

Qualifications:

• High school diploma or equivalent; associate's or bachelor's degree preferred.
• Previous experience in administrative support, executive assistant or operations role is an advantage.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Excellent organizational skills with the ability to prioritize tasks and manage time effectively.
• Strong attention to detail and accuracy in work.
• Good communication skills, both written and verbal.
• Ability to work independently with minimal supervision and as part of a team.
• Flexibility to adapt to changing priorities and work in a fast-paced environment.
• Knowledge of basic office equipment and procedures.

Physical Requirements:

• Ability to lift and move objects weighing up to 25 pounds.
• Extended periods of sitting, standing, and walking may be required.

This description can be adjusted based on the specific requirements and preferences of the hiring organization.