Operations Administrative Assistant

Insight Global • San Antonio, TX • 4h ago

Job Description

We are seeking a highly organized and self motivated Operations Assistant to manage and streamline event planning and execution across six different offices. This role requires exceptional organizational skills, the ability to manage timelines, and the creation of standardized operating procedures (SOPs) for all events and operations. The ideal candidate will be a self-starter who can take ownership of processes and procedures, ensuring efficient planning and execution.

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to HR@insightglobal.com.To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/.

Skills and Requirements

Proven experience in event planning, operations management, or administrative roles (7 years minimum)

Strong organizational and timeline management skills

Ability to create, streamline and implement SOPs

Proficiency in Oracle, Excel, PowerPoint, and Outlook

Tools and Technologies needed:

Oracle: Invoice input and processing

Excel: Data management and analysis

PowerPoint: Presentation creation and management

Outlook: Email and calendar management Key Responsibilities:

Organizational Skills: Prioritize and manage multiple tasks efficiently, ensuring all events and operations are well-coordinated and executed

Timeline Management: Plan, execute, and oversee events, including payment processing and delivery, ensuring all deadlines are met.

Multi-Office Coordination: Streamline planning and execution processes across six offices with internal customers, creating solutions that are not tailored to each site lead but are efficient and standardized

Event Planning: Act as the boots on the ground for planning community events (e.g., MLK Day) and employee appreciation events. Coordinate with the event team to price out venues and manage logistics (e.g., holiday parties).

Meeting Scheduling: Schedule meetings with various stakeholders, including executives and external parties (e.g., economic development council meetings).

Invoice Processing: Execute invoicing for site director approval, ensuring all invoices are processed through Oracle with checks and balances from site directors

Facilities Management: Coordinate and set up for vendor/executive visits, ensuring all logistics are handled

Communications: Distribute and coordinate communications for events and operations.

Ticket and Merchandise Distribution: Manage the distribution of event tickets and merchandise (e.g., baseball games, concerts, 102nd birthday polo shirts) to reward employees.

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