Operations Administrative Assistant

The Operations Administrative Assistant provides comprehensive administrative, coordination, and communication support to enable the Chief Operations Officer to operate at maximum effectiveness. This role serves as a high-trust intake, scheduling, and follow-through hub, protecting executive focus while ensuring clarity, continuity, and consistency across operational workstreams. The position requires strong judgment, discretion, and the ability to manage complexity, prioritize competing demands, and translate leadership direction into organized action.

DUTIES AND RESPONSIBILITIES:

Executive Support & Coordination:

• Manage the Chief Operations Officer’s calendar, including scheduling complex, multiparty meetings and resolving conflicts proactively.
• Coordinate meeting logistics, including preparation of agendas, materials, and pre-work as needed.
• Attend designated meetings to capture notes, decisions, and action items; distribute clear meeting summaries in a timely manner.
• Track follow-ups and open items to support continuity and accountability across Operations teams

Intake, Triage & Operational Coordination:

• Serve as the primary intake point for operational requests directed to the Operations Department, including Marketing and Philanthropy requests, tours, campus logistics, and ad hoc operational inquiries.
• Assess, route, and coordinate requests to appropriate owners using established systems and processes.
• Operate and maintain request-tracking systems, ensuring consistent usage and follow through.
• Coordinate tours, filming requests, campus visits, and other operational logistics in partnership with relevant teams.

Communication & Cadence Support:

• Support the creation and distribution of regular Operations updates and internal communications, ensuring clarity and consistency.
• Assist with formatting, scheduling, and maintaining cadence for newsletters, announcements, and leadership communications.
• Maintain calendars and reminders for staff birthdays, anniversaries, and recognition milestones.
• Partner with the Chief Operations Officer on morale-supporting initiatives and staff engagement efforts.

Organizational Support & Follow-Through:

• Provide background coordination on cross-department initiatives owned by the Chief Operations Officer, ensuring visibility and alignment 
• Maintain organized records of decisions, initiatives, and key reference materials.
• Anticipate administrative needs and proactively surface risks, conflicts, or gaps.
• Handle sensitive information with discretion, professionalism, and sound judgment.
• Respond effectively to shifting priorities or unexpected needs while maintaining focus on accuracy and follow-through.
• Exercise independent judgment in managing ambiguity, escalating issues appropriately, and supporting executive decision-making.

Required Skills and Experience:

• Proven experience providing administrative or executive support in a complex organizational environment.
• Exceptional organizational, prioritization, and time-management skills.
• Strong written and verbal communication skills, including the ability to capture and synthesize information clearly.
• High level of discretion, professionalism, and judgment.
• Proficiency in Microsoft Office Suite (Outlook, Teams, Word, Excel) and related tools.

Preferred Skills and Experience:

• Experience supporting senior leadership in operations-heavy or nonprofit environments.
• Familiarity with intake systems, scheduling tools, or workflow tracking platforms.
• Strong interpersonal skills with the ability to work effectively across departments.

Education Requirements:

• Bachelor’s degree preferred.
• Equivalent professional experience may be considered in lieu of a degree.

WORK ENVIRONMENT

• This role requires an on-site presence at the organization’s campus five days per week, with limited flexibility depending on operational needs.
• Standard working hours are Monday through Friday, 8:00 AM to 4:30 PM, with occasional schedule variability to support executive needs.
• Occasional evenings and weekends may be necessary to support urgent matters or special events.
• The role involves a combination of desk work, meetings, and occasional coordination activities across campus.

Metrics for Success:

• Effective calendar management, intake coordination, and follow-through.
• Meetings are well-prepared, documented, and tracked to completion.
• Operational requests are routed efficiently and handled consistently.
• Internal communications and operational updates occur reliably and on schedule.

At Dogs Inc, we don’t just change lives—we transform them. When you join our pack, you’ll get:

• Comprehensive Benefits: Full dental and vision insurance premiums covered, competitive medical coverage, and a $15,000 life insurance policy.
• Retirement Match: A discretionary retirement plan match for all benefit-eligible employees after one full year of employment.
• Campus Perks: Free access to our fitness center and chef-prepared lunches served on campus (Monday-Friday).
• Time to Recharge: Generous Paid Time Off policies (12-20 days/year based on tenure). Enjoy 14 paid holidays—including your birthday!
• Reward-Based Programs: Our Learn and Earn education program and Pawsitive Strides walking program offer many opportunities to earn additional Paid Time Off.
• Dog-Friendly Workplace: Bring your well-behaved, pre-screened dog to work and enjoy the ultimate companion-friendly environment.