Operations Specialist

Operations Specialist

The Executive Assistant/Operations Specialist provides high‑level administrative and operational support to the President of Americas Retail Services and the broader Retail Services leadership team. This individual plays a critical role in ensuring seamless coordination across all aspects of the business – from managing priorities and communications to executing key meetings, events, and strategic initiatives. The ideal candidate is a polished, initiative‑taking professional who thrives in a fast‑paced environment.

They bring exceptional organizational skills, business acumen, and the ability to anticipate needs while maintaining a high degree of confidentiality and professionalism.

• Provide comprehensive administrative support to the President and Retail Services leadership team.
• Manage complex calendars and scheduling across multiple time zones, ensuring alignment of priorities.
• Handle confidential correspondence, manage inboxes, and streamline communication flow on behalf of leadership.
• Serve as a key point of contact for clients and internal stakeholders, coordinating meetings and pitches, office visits, and material distribution.
• Coordinate domestic and international travel, itineraries, and expense reporting.
• Prepare and reconcile expense reports ensuring timely and accurate submission; partner with Finance to manage budgets.

• Maintain distribution lists, dashboards, and reporting tools to ensure accurate, real‑time information sharing.
• Support vendor management, contract renewals, and budget tracking in partnership with Finance and TDS.
• Generate and maintain Engage reports to track project and deal status; supply pipelines from Engage to support business forecasts.
• Support ICSC and client events, ensuring seamless coordination with outside vendors and timely payments; attend conferences to provide client/brokerage support.
• Partner with Marketing on major events, including managing distribution lists, coordinating vendors, and assisting with budget administration.
• Contribute to project management efforts by tracking deliverables, timelines, and cross‑functional dependencies.

• Partner with marketing to draft and edit correspondence, memos, and announcements to ensure consistent, professional communication across the platform for town halls and internal and external events.
• Coordinate cross‑functional participation in town halls, team meetings, and quarterly updates; support guest speakers and drive pre‑meets.
• Manage logistics for internal and client‑facing events, including ICSC conferences, booth activations, and client entertainment.
• Collaborate with Retail partners in Marketing, Research, Consulting, and Finance to ensure operational alignment and execution excellence.
• Support onboarding for new brokers and maintain accurate, up‑to‑date primary broker lists.
• Build strong relationships across platforms to facilitate communication, problem‑solving, and decision‑making.

• Bachelor’s degree or equivalent experience preferred.
• 5+ years of executive support or operations experience in a professional services or corporate environment.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Technical aptitude and ability to learn new tools such as Engage, Placer, and CRM platforms.
• Experience managing dashboards, data‑driven reports, and operational tracking tools.
• Excellent project management, prioritization, and time management skills.
• Strategic thinker with the ability to anticipate needs and identify potential issues before they arise.
• Exceptional written and verbal communication skills, including experience preparing executive‑level correspondence and presentations.
• High emotional intelligence, professional presence, and the ability to build trust with senior leaders and clients.
• Proven ability to maintain confidentiality, exercise discretion, and sound judgment; calm and resourceful under pressure, with an initiative‑taking, solution‑oriented mindset.

This is a unique opportunity to play an integral role within a…