Operations Executive Assistant
VA Enterprises, LLC
Administration · Full-time
Grand Rapids, MI, USA
Posted on Jul 2, 2025
The Operations Executive Assistant is an integral part of a dedicated and highly skilled team, responsible for providing outstanding customized service. Maintaining a high level of service is critical to the success of this position. The individual in this role is responsible for performing a broad spectrum of both administrative and facilities activities.
Reporting Relationship:
Vice President of Operations
DUTIES & RESPONSIBILITIES:
Administrative
- Complete a broad variety of administrative tasks including managing calendars; handling logistical items; composing and preparing correspondence; and arranging travel plans, itineraries, and agendas.
- Create presentations and other meeting materials using various software.
- Work closely and effectively with the VP of Operations to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
- Demonstrate professionalism and courtesy in representing the VP of Operations through interaction with internal and external colleagues, vendors, and partners.
- Receive, sort, and distribute incoming mail and packages; prepare and send outgoing mail, ensuring timely and accurate delivery.
- Monitor inventory levels, order, and restock office and kitchen supplies to support daily operations.
- Assist with projects and follow through to successful completion.
- Serve as a backup for other Executive Assistants, as needed.
Facilities
- Coordinate building maintenance vendors for interior cleaning, lawn care, trash service, etc.
- Coordinate with vendors for maintenance, repairs, and facility-related services.
- Report facility issues and follow up to ensure timely resolution.
- Manage and maintain electronic systems, records, and contacts; assist with tracking, reporting, and document completion.
- Establish and maintain relationships with new and existing vendors.
- Evaluate vendor performance to ensure quality service and cost-effectiveness.
Other
- Assist with the organization and filing of various documents.
- Prioritize conflicting needs, handle matters efficiently and proactively.
- Work with other administrative staff to coordinate meetings and projects.
- Effectively collaborate and communicate with others; attentively listen, ask questions, work well with others, and demonstrate a desire to be part of a team.
- Exercise sound judgment and an appropriate sense of urgency.
- Complete other projects and duties as assigned.
REQUIREMENTS:
- Bachelor’s degree preferred.
- At least 3-5 years of experience supporting leaders.
- Proficiency in Outlook, Word, Excel, and PowerPoint.
- Ability to manage multiple projects simultaneously with efficiency; strong attention to detail.
- Strong interpersonal skills and the ability to build relationships with internal and external staff, and people outside the organization.
- Proven track record of providing outstanding customer service with a professional, tactful demeanor.
ADDITIONAL REQUIREMENTS:
- Ability to lift and move boxes of office and kitchen supplies.
- Must maintain the highest standard of professional conduct, ethics, and integrity in all operations.
- Uncompromised commitment to the highest level of confidentiality and sensitivity to privacy in all aspects of job responsibilities must be exercised at all times.
VA Enterprises, LLC is an equal opportunity employer.
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