Operations Division Global Admin

We are looking for a highly organized, proactive, and service-oriented Operations Division Administrator to support the VP Operations and the broader Operations leadership team.

This role is central to ensuring the division runs efficiently: managing executive priorities, coordinating cross-functional activities, supporting communications, and maintaining smooth operational processes. 

The ideal candidate is discreet, detail-oriented, comfortable working in a fast-paced environment, and able to independently drive tasks to completion.

What will your job look like:

• Provide day-to-day administrative support to the VP Operations, including calendar management, meeting coordination, travel arrangements, and expense-related administration.

• Prioritize and manage incoming requests, ensuring timely follow-up and effective handling of competing priorities.

• Prepare meeting agendas, presentations, briefing materials, summaries, and action-item trackers.

• Coordinate leadership meetings, offsites, team events, and recurring operational forums.

• Handle sensitive information with a high level of professionalism, discretion, and confidentiality.

• Support planning and coordination of division-wide activities, milestones, communications, and internal processes.

• Track actions and decisions from leadership meetings, follow up with relevant stakeholders, and help ensure commitments are completed on time.

• Help improve administrative workflows and identify opportunities to increase efficiency and consistency.
  

All you need is:

5+ years of proven experience as an Executive Assistant, Administrative Business Partner, Operations Coordinator, or similar role.

Proven experience in managing and analyzing data, with the ability to interpret findings and draw meaningful business insights.

Hands-on experience with AI tools or a strong AI-oriented mindset and eagerness to adopt emerging technologies.

Strong written and verbal communication skills in English.

High level of proficiency with Microsoft Office tools, especially Outlook, PowerPoint, Excel, and Teams.

Strong interpersonal skills and a proactive, solution-oriented approach.

High level of integrity and ability to handle confidential information responsibly.