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Operating Assistant Job Description

A female operating assistant working on her desk and smiling in front of her monitor

Operating Assistants work with management and staff, handling administrative tasks and providing support as needed.

Their responsibilities include organizing meetings, managing office supplies, updating logs, assisting in the onboarding process and addressing inquiries from staff and stakeholders.

A female operating assistant working on her desk and smiling in front of her monitor

Successful Operating Assistants should have superb organizational and interpersonal skills, enabling them to efficiently manage tasks and prioritize responsibilities.

Download our free Operating Assistant Job Description Template to create your own job post with ease.

Operating Assistant Job Overview

We at [Company Name] are looking for a dependable Operating Assistant to join our [Team Name].

You will work closely with different departments and perform administrative tasks as needed to ensure seamless work and address operational issues.

We’re seeking an Operating Assistant who excels in customer service, possesses outstanding organizational skills and thrives in a teamwork-oriented environment.

Salary: $45,000–$50,000/year

Schedule: Full-time, office-based

Operating Assistant Duties & Responsibilities

  • Collaborate with management and staff to handle administrative tasks and provide necessary support
  • Organize and coordinate meetings, ensuring seamless communication and scheduling
  • Manage and replenish office supplies to maintain a well-equipped and efficient work environment
  • Update and maintain logs, records and relevant documentation for streamlined operations
  • Contribute to the onboarding process by assisting new hires and facilitating a smooth integration into the team
  • Address inquiries from staff and stakeholders promptly, providing helpful and accurate information
  • Demonstrate excellent organizational and interpersonal skills to efficiently manage tasks and prioritize responsibilities
  • Assist in the preparation and distribution of internal and external communications, ensuring clarity and consistency
  • Coordinate travel arrangements and accommodations for team members or visiting clients, optimizing efficiency and cost-effectiveness
  • Manage incoming and outgoing correspondence, including emails and phone calls, and redirect or respond as appropriate
  • Support data entry and maintenance of databases, ensuring accuracy and completeness of information
  • Assist in the coordination of office events or special projects, contributing to a positive and collaborative workplace culture
  • Monitor and track office expenditures, submitting expense reports and maintaining budget records
  • Collaborate with IT support to address basic technical issues and ensure smooth day-to-day operations
  • Participate in the continuous improvement of office processes and suggest efficiency-enhancing initiatives
  • Maintain a high level of confidentiality and professionalism in handling sensitive information and situations

Operating Assistant Experience Requirements & Skills

  • Minimum of [Number] years of experience handling administrative tasks is preferred
  • Interpersonal and communication skills with a customer-centric mindset
  • Knowledge of operating systems (e.g., Windows, Linux or MacOS) and relevant apps and tools
  • Proficiency in documenting system configurations, procedures and troubleshooting for office equipment and software
  • Flexibility in managing and prioritizing tasks in a dynamic operational environment
  • Strong team player, capable of working collaboratively with colleagues
  • Willingness to support team goals and contribute to a positive working environment

Operating Assistant Education & Qualifications

  • High school diploma or equivalent; bachelor’s degree holder preferred
  • Certifications or additional courses in administration, human resources, management or a related field are an advantage

Operating Assistant Job Description Template — Free Download

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Related: How To Write a Job Description

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