Business Operations Assistant

Who this role will report to: This role will report directly to the Director of Operations and Finance to support the needs of the President and company to ensure all Business Operations run seamlessly.

Is this position fully remote?: This role is not entirely remote but has some flexibility which can be discussed. You are required to go into an office once a week located in McLean, VA. There may be times you need to sit in an office to serve as the backup assistant at our contract locations throughout VA/DC area approx. 1-2x/month.

What I am looking for: I am looking to hire an experienced assistant with multi-tasking skills who can manage multiple projects and tasks. This person must balance the right kind of assertive while maintaining composure, diplomacy and tact. Can shift gears comfortably; can decide and act without having the total picture; isn’t upset when things are up in the air; doesn’t have to finish things before moving on; can comfortably handle risk and uncertainty.

You must be an expert at handling basic admin tasks with little or no direction. The ideal assistant can receive a project or task that may not have a clear process but will be given an objective. Must be willing to work through this process to refine the process. An example would be that you eliminate an unnecessary step or perhaps you find that there is a need to add an additional step such as adding an additional approval. Looks at successes and failures as clues to improvement; willing to experiment to find solutions; enjoys the challenge of unfamiliar tasks; quickly grasps the essence and the underlying structure of anything.

You must be professional and maintain a neat appearance both in person and virtually. Can properly compose an email addressing individuals with proper salutations and titles and can answer phones professionally.

Must be collaborative, team player who takes initiative. Willing to take an initial stab at things but can work independently with little guidance. Can diffuse even high-tension situations comfortably.

Must have strong analytical skills and attention to detail. The ideal assistant assumes everything is wrong until you manually proofread/ check everything. For example, if you are tasked to print 100 manuals for an upcoming event, the expectation is that you don’t trust our editors and take it upon yourself to review the final version and proofread it to catch any lingering errors. Another example, if you are tasked to review a 100 pg ppt, the expectation is you read every single word – ensuring proper grammar, punctuation, math is mathing, words and graphics are lined up. In fact, it gives you great pleasure to circle in red every error you catch and to bring it to the team’s attention immediately.

You must be curious, resourceful, and all-around jack of all trades to support multiple departments including HR, IT, Finance, and business development.

Must have:

· 1+ years of HR, payroll or relevant work experience

· 3+ years of administrative, executive assistance experience

· Excellent in all MS office, specifically Excel, including formulas and functions (ie graphs, budgeting etc) Powerpoint, Outlook

Responsibilities:

Administrative:

· Provide organizational and administrative support

· Maintain positive relationships with internal & external business partners and vendors

· Research, prioritize and follow up on incoming issues, concerns, topics

· Develop, manage, proofread materials, presentations, proposals, agreements

· Guide leaders, people managers and employees to the appropriate source for queries and requests

· Actively pursue knowledge of the business; business practices, policies, organizational structure, roles and responsibilities to better understand the business and leverage the understanding in your work

· Prepare Travel & Expense reports, reconcile corporate expenses and uphold company policies

Accounting

· Process invoices for payment and set up new vendors

· Support Accounts Payable – enter invoices into Quickbooks, follow-up with managers to get approvals and work with CPA to get them paid on time.

· Enter union dues. Ensure accurate amounts are paid and correspond with Union reps to send out reports. Track and issue payment for union dues.

· Support Accounts Receivable – invoice various government agencies

HR:

· Provide a bridge for smooth communication between HR team and internal departments, demonstrating leadership to maintain confidentiality and trust

· Monitor and update trackers for new hires, transfers/promotions, terminations,

· Maintain organizational charts

· Serve as the initial person to review timesheets checking for accuracy

· Support hiring, firing, onboarding process.

Support IT:

· Reset passwords to various platforms (timetracking, emails)

· Troubleshoot user account management and access control

· Track assets and logins

· Maintain IT support requests ensuring appropriate

· Coordinate equipment delivery

· Order equipment and materials as needed

If after reading all this and you are seriously interested in this role, please respond with your resume and submit the following 1 page letter: The CEO of the company wants you to compose a letter to SWIFT Corp to inform them of a new water bottle design that will hit stores on Sept 19, 2025. Each bottle will cost $2.00 to make but will be sold to the public for $20.00. The CEO is willing to sell to SWIFT Corp. for $5.00 per bottle but only if they order 1000 units by end of this month.

Job Types: Full-time, Part-time, Temporary

Pay: From $53,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Work Location: Hybrid remote in McLean, VA 22101