Operations Assistant

This range is provided by JLB. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Summary:

One of our clients are seeking a highly organized, proactive, and detail-driven Operations Assistant to the Chief Operating Officer (COO) to support the operational heartbeat of our growing multi-site business.

This is a dynamic and varied role that goes far beyond traditional administrative support, ideal for someone who thrives in a fast-paced environment and enjoys wearing multiple hats.

The successful candidate will act as a key right hand to the COO, helping coordinate executive priorities, streamline daily operations, manage compliance and HR documentation, and ensure day-to-day consistency across our clubs. From calendar and inbox management to assisting in site visits, maintaining our internal operations manual (“the bible”), and overseeing tools like Trail and One Drive, this role is central to the professional and scalable growth of the company

Key Responsibilities:

Executive Support

• Manage and optimize the COO’s calendar, including scheduling, prioritization, and travel arrangements.
• Oversee and triage the COO’s inbox, flagging urgent matters, drafting responses, and ensuring follow-ups.
• Organize and maintain the digital files on One Drive, ensuring structured, secure, and accessible documentation.
• Prepare meeting briefs, agendas, notes, and track follow-up actions.
• Serve as the primary liaison between the COO and internal/external stakeholders.

HR & People Operations Support

• Assist in liaising with HR partner
• Assist with employee onboarding, contract management, benefits administration, and maintaining up-to-date HR policies.
• Support recruitment coordination and policy rollout across multiple sites.
• Maintain staff training records.
• Maintain discretion and confidentiality in handling sensitive HR matters.
• Assisting with approval of mileage and expense claims in accordance to company policy

Operations Coordination

• Manage and monitor Trail or equivalent tools to ensure daily club routines are completed consistently.
• Act as a central point of contact for club managers, providing operational guidance and support.
• Assist in conducting site visits to assess performance and ensure adherence to operational and brand standards.
• Document and implement process improvements to support scalable club operations.
• Track and follow up on operational KPIs, reports, and project deadlines across club locations. Quarterly there will be bonus reviews, to support in this process.
• Support internal communications to ensure consistency and alignment across departments and sites.
• Support in site visits, ensuring company standards are being upheld.

Operations Manual & Systems

• Lead the maintenance and development of the Company Operations Manual, ensuring it is up-to-date, clear, and accessible.
• Document systems, SOPs, and internal processes in coordination with relevant stakeholders.
• Support the roll-out of new tools, policies, or workflows across the business.

Compliance & Risk Management

• Keep accurate records and proactively track due dates for all compliance-related documentation, including:
• Insurance Certificates
• PAT Testing
• PPL (Public Performance Licences)
• Remind clubs of upcoming renewals and coordinate with service providers as needed.
• Assist in managing contracts and relationships related to IT, telecoms, and software services.
• Coordinate logistics and vendor communication for events, projects, and leadership meetings.
• Maintain confidentiality while handling contracts, reports, and sensitive business data.

Requirements:

• 3+ years in an Executive Assistant, Operations Coordinator, or multi-functional admin role.
• Strong organizational, prioritization, and time management skills.
• Excellent communication skills, both written and verbal.
• Highly proficient in Microsoft Office/Google Workspace; familiarity with One Drive, Trail, Microsoft Teams and project management tools (e.g., Asana, Trello) is a plus.
• Able to work with autonomy, handle sensitive information, and remain calm under pressure.
• Experience in a multi-site, hospitality, fitness, or sports environment is highly desirable.

What We Offer:

• A dynamic, sports-driven work culture focused on growth, innovation, and community.
• Exposure to senior leadership and operational strategy.
• Career development opportunities within a fast-growing company.
• Access to padel facilities and internal events.

* Due to a high volume of applicants, we will only be able to respond to individuals with the relevant experience*

• Seniority level
  
  Entry level

• Employment type
  
  Full-time

• Job function Other

Referrals increase your chances of interviewing at JLB by 2x

Apply BELOW