Executive Assistant - Operations

$21.31 - $26.64 PER HOUR

GENERAL

PURPOSE:

The purpose of this position is to provide comprehensive administrative and operational support to the Vice Presidents of Operations. This role is responsible for managing calendars, coordinating and preparing materials for meetings, including agendas and detailed notes, and creating and maintaining reporting tools for the operations teams and offering technical support as needed. In addition, it will play a key role in organizing and co-coordinating annual company wide fundraising events as well as planning and booking travel for company-related events.

Success in this role requires a high level of collaboration and the ability to build and maintain strong working relationships across multiple departments.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Provides comprehensive administrative support to the Vice Presidents of Operations including managing their calendars and preparing them for meetings
• Prepares agendas, documents, and meeting notes for Store Director Meetings; tracks follow-up items and ensures timely completion. This includes booking meetings, securing rooms, equipment, and catering as needed.
• Coordinates the scheduling of store test and final inventories, Store Director meetings, conventions, one-on-one meetings, etc.
• Distributes test inventory workbooks and compiles data for leadership review
• Supports the successful launch and implementation of new tools and programs within store operations by coordinating meetings, training sessions, and documenting standard operating procedures (SOPs)
• Conducts the annual review and updates of policies and procedures related to store operations and submits them for approval
• Prepares and distributes various reports, including labor reports, sales vs. projections, and quarterly profitability plans; tracks store usage accordingly
• Helps to coordinate and prepare for the timely completion of Store Director annual performance reviews
• Assists with planning and booking travel for company-related events, such as conventions and store visits, including flights, lodging, and itineraries
• Receives and follows up on customer opportunity calls, ensuring resolution or proper escalation
• Creates and maintains spreadsheets, documents, and presentations using standard PC software tools
• Maintains open, effective, and timely communication with the Vice Presidents of Operations, Store Directors, and cross-functional departments
• Ensures all assigned tasks are completed efficiently, accurately, and in accordance with established departmental and company policies
• Promotes and upholds company standards for safety, sanitation, and productivity at all times
• Assists as needed to ensure the success of the company as a whole

MARGINAL

DUTIES & RESPONSIBILITIES:

Performs other job-related duties as assigned .

NATURE OF WORK CONTACTS:

• Engages in consistent, daily communication with associates at both the Support Office and store locations
• Maintains regular interaction with customers and external vendors to support operational needs and uphold company standards

TRAINING &

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Desired knowledge, skills, and abilities:

High school diploma or GED preferred, associate degree in business, finance, communications, or a related field preferred. An equivalent combination of education, training, and relevant experience that demonstrates the required knowledge, skills, and abilities will also be considered.

• Exhibits exceptional organizational and planning abilities, with a proven capacity to work independently, prioritize effectively, manage multiple concurrent tasks, and maintain focus—while consistently balancing professionalism, approachability, and operational efficiency
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), email platforms, and web-based applications, with the ability to effectively operate standard office equipment
• Ex…