The Operations & Office Assistant provides direct support to the Vice President of Operations and plays a key role in ensuring smooth day-to-day operations across the organization. This position is responsible for managing expense reports, coordinating office needs, supporting organizational events, assisting with insurance policy administration and contractor agreements. The role requires a proactive, highly organized individual with strong communication skills, proven technical proficiency, and the ability to handle sensitive information with discretion.

KNOWLEDGE/SKILLS/ABILITIES

• Demonstrates a Christ-centered faith, with integrity and humility. Is a Child Champion and a strong fit for the OneChild culture of service, valuing relationships, being solution-minded and collaborative.
• Represents OneChild and Operations team in a positive manner reflecting Christian values and conduct consistent with the organization’s policies.
• Demonstrated proficiency in preparing and managing expense reports.
• Strong technical skills with ability to utilize modern office technologies and tools.
• Creative and resourceful problem-solver with a keen eye for detail.
• Excellent written and verbal communication skills.
• Exceptional organizational skills with the ability to anticipate needs and proactively problem solve.
• Experience managing confidential information with discretion and professionalism.
• Strong ability to multi-task in a fast-paced environment.
• Reliable personal vehicle, valid driver’s license and proof of insurance coverage.

EDUCATION/EXPERIENCE

• Bachelor’s degree preferred.
• Minimum of 3-5 years of administrative, office management or executive support required.
• Be advanced in PowerPoint (for presentations) and Excel (for tracking and data management) required.
• Proficiency using Wrike or related project management tool, Microsoft Office, AI tools, SharePoint and Teams required.
• Demonstrated experience in corporate insurance renewal policies and contractor management/reviews highly desired.
• Preferred: Experience using HubSpot, operations hub specifically, a plus but not required.
  MANAGERIAL SCOPE: There are no supervisory responsibilities for this position.

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS

Office environment with variable sitting and standing. This role is eligible for a 3/2 hybrid model with three days in-office weekly and up to two days remote. Light physical effort with occasional lifting of 10-20 lbs. Working on a computer, keyboarding, and desk work for long periods of time are required for this role. In-person and virtual meetings will be required on a regular basis and local travel (by personal vehicle) will be required.

GENERAL PURPOSE / SUMMARY STATEMENT

The Operations & Office Assistant provides direct support to the Vice President of Operations and plays a key role in ensuring smooth day-to-day operations across the organization. This position is responsible for managing expense reports, coordinating office needs, supporting organizational events, assisting with insurance policy administration and contractor agreements. The role requires a proactive, highly organized individual with strong communication skills, proven technical proficiency, and the ability to handle sensitive information with discretion.

ESSENTIAL DUTIES / RESPONSIBILITIES

• Office Management: Oversee ordering of office supplies, equipment, snacks, and meals for organizational needs, including special occasions, staff lunches, and executive gatherings.
• Expense Management: Prepare, submit, and track expense reports for the VP of Operations.
• Mail & Deliveries: Collect, sort, and distribute incoming mail and packages; manage outgoing mail and shipping needs.
• Insurance & Risk Support: Assist with monitoring and supporting corporate insurance policy administration, including renewals and documentation.
• Local Errands: Travel locally (using personal vehicle) for work-related needs such as post office, storage unit, restaurants, and other errands that support office and event functions.
• Contractor Agreements: Manage independent contractor agreements, are up to date, tracked, and aligned with organizational needs.
• Event & Meeting Coordination: Assist in planning and executing office events; reserving meeting rooms/venues; schedule meals and logistics for executive team.
• Communication: Distribute organizational communications related to office closures, building/facility updates, or office logistics.
• Ops Board Support: Prepare, compile and submit operations reports for final Board reports on a quarterly basis. May assist Executive Assistant with Board-related scheduling or meal coordination.
• Administrative Support: Capture meeting notes, assist with calendar management, travel arrangements, and support overall office layout and environment management.
• Executive Support: Provide additional admin support to VP of Global Mobilization (expenses, schedules, contracts, etc.)
• Collaboration: Partner with the Executive Assistant to ensure smooth executive-level operations. Engage with finance team in regard to expense reports, invoicing, etc.
• Additional Admin Duties: as assigned.
  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.