Operations Administrative Assistant

Location: New York

The Operations Administrative Assistant provides administrative and operational support to the Office of the COO and serves as shared administrative capacity for its departments. The role suits someone organized and self-directed who can carry a recurring workload across several departments, work from written procedures with limited supervision, raise conflicting requests with their manager rather than absorbing them, and improve the processes they inherit rather than only executing them.

Essential Functions and Primary Responsibilities of Position:

Administrative support to Operations Team Maintain comprehensive and accurate records for the Office of the COOServe as a point of communication between the Chief of Staff and COO, internal teams, and outside resources

Meet regularly with the Chief of Staff to review task status and confirm priorities

Meetings, Events, and Internal Communications Provide town hall production support: build and advance the presentation, set up the virtual meeting including breakout rooms, and record the session

Build the Manager Forum deck and consolidate other presenters' slides into a single master deck Provide presentation and logistics support for Leadership Council meetings and the annual leadership retreat

Provide on-site, day-of event support, including setup, materials, and run of show Compile the monthly Leadership Council birthday and anniversary list from the maintained Executive Office record, add recognitions to the Leadership Council agenda, and route the list to the staff member who administers recognition gifts

Provide administrative support for agency recognition and employee engagement events, including vendor scheduling, invoice processing, and supply ordering

Program and Learning Administration Set up and break down room for new hire orientation on site

Book rooms, order supplies, and coordinate logistics for learning sessions delivered at 330 Jay Street Invoice, Expense, and Procurement Processing Prepare the monthly corporate credit-card reconciliation for the COO's card: assemble the expense sheet, statement, and matched receipts in order; apply nature of expense, budget code, and cost center; route for signature and submit to Fiscal by the monthly due date Process invoices and financial paperwork on behalf of the COO and Chief of Staff Collect and submit credit-card receipts on behalf of supported departments, and maintain a shared receipts folder so receipts are captured at the point of purchase rather than retrieved retroactively

Place orders for equipment and supplies through approved vendors and confirm receipt

Vendor, Asset, and Service Coordination Research and coordinate vendors for events and division-wide initiatives inside and outside the office.

Records, Documentation, and Shared Systems Maintain the Operations SharePoint site and landing page as the divisional document home, continuously improve company intranet pages for COO departments.

Produce illustrated user guides, process one-pagers, and reference material for staff

Document and improve the recurring administrative processes owned by this role, and maintain written procedures so the work is transferable

Performs other job-related duties as assigned, consistent with the scope, responsibilities, and level of the position, and in compliance with applicable laws, regulations, and organizational policies.

Bachelor's degree from a four-year college, or equivalent experience. required

Two or more years of executive or administrative support experience or equivalent.

Knowledge, Skills, and Abilities Proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams Ability to run live virtual meetings, including presenter controls, breakout rooms, and recording

SharePoint site and distribution list maintenance

Working knowledge of invoice and expense workflow systems, including expense coding, budget codes, and cost centers

Strong organizational skills and the ability to prioritize competing requests from multiple senior leaders, and to escalate when priorities conflict

Proactivity and self-direction, with initiative to recommend and implement process improvements

Discretion, professionalism, and sound judgment with confidential personnel and financial information

Strong written and verbal communication and a service-oriented approach to internal partners

Benefits

At Heart Share we offer a comprehensive benefit package based on full-time/part-time status. You can expect:

Rewarding Work in a team environment.

Paid vacation, sick, personal days, and holidays.
403(B) retirement plans with employer contribution.

Health, dental, vision and life insurance.

Employee Assistance Program (EAP).Flexible spending account (Dependent Care, Medical, Parking, and Transit).Employee Appreciation Programs and Events.

Tuition Assistance Program.

Professional Development opportunities.

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