Administrative Assistants (Operations)

ADMINISTRATIVE ASSISTANT (OPERATIONS)

JOB SUMMARY

The Administrative Assistant (Operations) is responsible for providing administrative and operational support to ensure the smooth and efficient functioning of Sizanid Staffing’s day-to-day business activities. The role supports scheduling, documentation, communication, meetings, records management, reporting, and coordination of operational tasks across departments.

The Administrative Assistant works closely with the Operations team and other departments to maintain organized workflows, follow up on assigned activities, support internal communication, and ensure that administrative processes are completed accurately and on time.

KEY RESPONSIBILITIES

1. Administrative & Operational Support

• Provide day-to-day administrative support to the Operations team.
• Assist with the coordination of routine business activities.
• Maintain organized administrative records and documentation.
• Support the implementation of operational procedures and workflows.
• Assist with other operational tasks assigned by management.

2. Scheduling & Calendar Management

• Schedule meetings, appointments, interviews, and operational activities.
• Maintain calendars and ensure relevant stakeholders are informed of scheduled activities.
• Send meeting invitations, reminders, and follow-up communications.
• Coordinate changes to schedules and communicate updates promptly.
• Help ensure important deadlines and meetings are properly tracked.

3. Meeting Coordination

• Coordinate internal meetings and operational reviews.
• Prepare agendas, meeting materials, and relevant documents.
• Record meeting minutes and action points when required.
• Maintain action trackers and follow up on outstanding tasks.
• Ensure relevant documents are shared with participants in a timely manner.

4. Documentation & Records Management

• Prepare, organize, and maintain operational documents.
• Maintain accurate electronic and physical filing systems.
• Ensure documents are properly named, stored, and easily accessible.
• Assist with document preparation, formatting, and review.
• Maintain confidentiality when handling company and employee information.

5. Communication & Correspondence

• Draft and respond to routine internal and external correspondence.
• Assist with professional emails, notices, memos, and operational communications.
• Route enquiries and requests to the appropriate department or manager.
• Follow up on outstanding communications and requests.
• Maintain professional communication with employees, clients, vendors, and stakeholders.

6. Operational Tracking & Follow-Up

• Maintain operational trackers, checklists, and task logs.
• Follow up with team members on assigned tasks and deadlines.
• Monitor outstanding operational activities and escalate delays where necessary.
• Support managers in tracking departmental deliverables.
• Ensure completed tasks are properly recorded.

7. Data Entry & Reporting Support

• Enter and update operational information accurately.
• Assist with preparing operational reports, spreadsheets, and summaries.
• Maintain databases and administrative records.
• Collect information from relevant departments for reporting purposes.
• Identify and report discrepancies in operational records.

8. Office & Resource Coordination

• Support the coordination of office supplies, equipment, and other operational resources.
• Assist with inventory and asset records.
• Coordinate routine requests for office and operational resources.
• Support communication with vendors and service providers when required.
• Report maintenance, supply, or resource issues to the appropriate manager.

9. Departmental Coordination

• Assist with communication and coordination between departments.
• Support HR, Recruitment, Staffing, Finance, Marketing, Technology, and other teams when required.
• Facilitate the movement of information and documents between departments.
• Assist with cross-functional operational activities and initiatives.

10. Client & Stakeholder Support

• Provide administrative support for client and stakeholder activities.
• Assist with preparing client-related documents and correspondence.
• Coordinate meetings and appointments with clients and external stakeholders.
• Maintain professional and timely communication.
• Escalate client concerns or requests to the appropriate team.

11. Compliance & Confidentiality

• Follow company administrative policies, procedures, and operational guidelines.
• Maintain confidentiality of company, employee, client, and business information.
• Ensure administrative records are accurate and properly maintained.
• Support documentation required for audits, reviews, and compliance activities.
• Escalate potential administrative or compliance issues appropriately.

12. General Operations Support

• Assist with operational projects and special assignments.
• Support the Operations Manager and other management staff as required.
• Assist with process improvement and administrative efficiency initiatives.
• Perform other duties relevant to the role as assigned.
• Contribute to a professional, organized, and efficient working environment.

KEY PERFORMANCE INDICATORS (KPIs)

• Accuracy of administrative records and documentation.
• Timeliness of administrative task completion.
• Meeting and scheduling accuracy.
• Response time to administrative requests.
• Completion rate of assigned follow-up actions.
• Accuracy of data entry and operational reports.
• Document filing and retrieval efficiency.
• Timeliness of internal and external communications.
• Operational support satisfaction.
• Reduction in administrative errors and missed deadlines.
• Timely completion of assigned operational projects.
• Compliance with administrative procedures.
• Overall effectiveness of operational support.

QUALIFICATIONS

• Bachelor’s degree or diploma in Business Administration, Office Administration, Management, Operations Management, or a related field.
• 1–3 years of experience in administrative support, office administration, operations, or a related role.
• Experience supporting business operations or multiple departments is an advantage.
• Experience in HR, recruitment, staffing, consulting, or professional services is an advantage.

REQUIRED SKILLS & COMPETENCIES

• Administrative support
• Business operations coordination
• Calendar and schedule management
• Meeting coordination
• Document and records management
• Data entry and reporting
• Professional email communication
• Task tracking and follow-up
• Microsoft Office and productivity tools
• Digital file management
• Organizational and time-management skills
• Strong written and verbal communication
• Attention to detail
• Problem-solving skills
• Ability to multitask
• Confidentiality and discretion
• Teamwork and collaboration
• Ability to work independently
• Professional customer service skills

CORE VALUES

• Integrity
• Professionalism
• Accountability
• Accuracy
• Efficiency
• Confidentiality
• Respect
• Collaboration
• Excellence
• Continuous Improvement

WORKING RELATIONSHIPS

Internal:

• Operations Manager
• Head of Operations
• Project Manager
• Business Operations Coordinator
• Operations Analysts
• HR & Recruitment Team
• Staffing Team
• Finance Department
• Marketing Department
• Technology Department
• Other departmental heads and employees

External:

• Clients
• Vendors and service providers
• Consultants
• Business partners
• Other relevant stakeholders

ROLE EXPECTATIONS

• Provide reliable and timely administrative support to the Operations team.
• Maintain accurate, organized, and accessible records.
• Ensure meetings, schedules, communications, and follow-ups are properly coordinated.
• Demonstrate strong attention to detail and accountability.
• Protect confidential company, employee, client, and business information.
• Proactively follow up on outstanding tasks and deadlines.
• Communicate professionally with internal and external stakeholders.
• Support efficient day-to-day operations and continuous improvement.