Operations Assistant (remote) - Remote Eligible

Operations Assistant

Are you passionate about creating efficiency and order in fast-paced environments?

Do you thrive on improving processes, maintaining accurate data, and supporting operational excellence?

If you excel at organization, have a keen eye for detail, and want to play a pivotal role in the operations of a rapidly growing advertising agency, this position is for you.

As our Operations Assistant, you will report directly to the Operations Manager and contribute to the operational backbone of the company.

You will be instrumental in:

• Enhancing human resources, recruitment, and onboarding processes.
• Optimizing business operations and processes.
• Managing financial data, bookkeeping, and payroll.
• Ensuring accurate and insightful reporting on key operational metrics.
• Supporting cross-departmental communication and project management initiatives.

This role is critical for maintaining operational excellence and fostering the scalable growth of Client Accelerators.

Financial Management & Reporting:

• Process, validate, and manage all financial data with 100% accuracy.
• Generate and maintain daily, weekly, and monthly financial reports.
• Assist with QuickBooks close-out processes to ensure timely and accurate reporting.
• Support payroll and benefits administration, ensuring timely and error-free execution.
• Create and maintain financial dashboards to track and visualize key metrics.

Recruitment & Onboarding:

• Manage ATS to ensure a seamless recruitment process.
• Screen applicants and coordinate interview scheduling, follow-ups, and candidate communication.
• Support the hiring process to maintain a 4:1 interview-to-offer ratio.
• Oversee onboarding tasks, ensuring new hires meet their '30-Day Challenge' goals.
• Track and report recruitment and onboarding metrics.
• Maintain Job and Candidate profiles on Culture Index.

Process Documentation & Improvement:

• Develop and maintain standard operating procedures (SOPs) and playbooks.
• Collaborate on the design and implementation of '30-Day Challenges' for critical roles.
• Submit validated process improvement suggestions on a weekly basis.
• Document operational metrics and create structured workflows for optimization.

Reporting & Analytics:

• Maintain and improve existing dashboards while creating new ones for operational metrics.
• Provide actionable insights from data analysis to drive decision-making.

Team Support & Project Management:

• Support the Operations Manager in daily tasks and strategic initiatives.
• Coordinate communication across departments to ensure alignment.
• Assist in managing ongoing projects, ensuring deadlines and deliverables are met.
• Serve as a central point for organizing and maintaining documentation, tools, and resources.

Results:

You will be measured on the following key outcomes:

Financial Accuracy:

• 100% accuracy in financial statements and reporting.
• Timely and error-free completion of daily, weekly, and monthly reports.
• Flawless execution of QuickBooks close-out processes.

Hiring Efficiency:

• Maintain a 4:1 interview-to-offer ratio.
• Ensure smooth candidate tracking and communication.
• Accurate and timely reporting of hiring metrics.

Process Implementation:

• Submit a minimum of 4 validated process improvements monthly.
• Achieve a 95% completion rate for new hire onboarding milestones.

Reporting & Utilization Metrics:

• Complete weekly reports by 9:30 AM ET every Monday.
• Meet 100% of reporting deadlines with actionable insights.