Operations Assistant

About the Role

We are hiring a highly organized, discreet, and proactive Operations Assistant to support the Chief of Staff with both administrative and personal coordination. This is a busy, varied role that calls for strong attention to detail, excellent communication, and the ability to juggle competing priorities smoothly and efficiently.

The right person will work well in a high-trust setting, stay one step ahead of needs, and take pride in helping the executive they support perform at their best in both professional and personal matters.

Schedule and Work Setting

This is a full-time, permanent, on-site position. The role requires travel across multiple locations and is typically scheduled Monday through Friday, with flexibility needed for after-hours support when necessary.

Administrative and Executive Support

• Act as the main administrative contact and dependable support partner for the Chief of Staff.
• Prepare agendas, manage correspondence, and create presentation materials.
• Identify needs in advance and resolve issues independently before they become larger problems.

Meeting Coordination and Hospitality

• Provide support for internal and external meetings as needed.
• Handle on-site meeting arrangements such as room reservations, audio-visual setup, catering, and welcoming guests.
• Prepare and share meeting documents ahead of time, then capture and distribute minutes and action items afterward.
• Help ensure every guest and executive visitor receives a polished and welcoming experience.

Travel Planning and Booking

• Organize domestic and international travel, including flights, hotels, and ground transport.
• Build complete itineraries that account for time zones, preferences, and possible disruptions.
• Travel to office locations when needed to provide in-person support.
• Handle changes, cancellations, and last-minute adjustments with as little disruption as possible.

Financial Administration

• Review and reconcile corporate credit card statements and expense reports accurately and within deadlines.
• Process invoices and reimbursements in line with company policies.
• Track expenses, assign them to the correct cost centres, and coordinate with Finance when needed.
• Keep receipts and transaction records well organized and easy to retrieve.

Reservations, Events, and Entertainment

• Research and reserve restaurants, venues, and private dining spaces for business entertainment.
• Arrange gifts, flowers, and branded items for clients and employee recognition.
• Support the planning of corporate events, team activities, and executive retreats.
• Host and assist with business lunches and dinners, including catering coordination.

Personal Assistance

• Support personal scheduling, family commitments, and lifestyle management as directed.
• Find and coordinate household vendors, contractors, and other service providers.
• Gather quotes, manage schedules, and oversee household projects on behalf of the Chief of Staff.
• Take care of personal errands, reservations, and other ad hoc requests with the same professionalism used for business tasks.
• Complete shopping errands and light household tasks as needed.
• Maintain strict confidentiality in all personal matters.

Qualifications

• At least 3 years of experience supporting a senior executive, C-suite leader, or similar-level professional.
• Proven background in arranging domestic and international travel.
• Strong working knowledge of Microsoft Office tools, including Outlook, Word, Excel, and PowerPoint, along with calendar management systems.
• Experience with expense reconciliation and financial record handling.
• Valid driver’s licence and the ability to travel to office locations when required.
• Excellent written and verbal communication abilities.
• Hospitality experience.
• Ability to act with discretion and preserve confidentiality at all times.

Core Competencies

• Forward-thinking and able to anticipate needs.
• Highly detail-oriented.
• Strong judgment and discretion.
• Composed under pressure.
• Resourceful and initiative-driven.
• Excellent at organization and prioritization.
• Warm, polished, and professional communicator.
• Trustworthy and integrity-focused.

What We Offer

• A meaningful, high-visibility role with direct interaction with senior leadership.
• Competitive pay and a comprehensive benefits package.
• A collaborative, energetic work environment across several locations.
• Support for professional development and growth.
• Varied work that contributes to important outcomes.