Operations Assistant - Bellweather Agency : Job Details

Operations Assistant

Reports To: Head of Operations

Location: Hybrid / Onsite two days per week in Beacon, NY

Salary Band: 60-80k

Position Overview

The Operations Assistant will play a pivotal role in supporting the Head of Operations and COO in driving organizational efficiency and operational excellence across departments. This role involves administrative, coordination, and project management responsibilities to ensure smooth day-to-day operations and alignment with strategic goals.

Key Responsibilities

Operational Support

• Assist the Head of Operations in managing daily operational tasks across Account Services, Project Services, Finance, and HR.
• Support the implementation of systems, processes, and tools to improve organizational efficiency.
• Coordinate with departments to ensure timely execution of operational initiatives.
• Manage logistics for meetings, including preparing agendas, taking minutes, and tracking follow-ups.

Administrative Duties

• Provide administrative support to the COO and Head of Operations, including scheduling, correspondence, and document preparation.
• Oversee expense reimbursements, client bill-backs, and purchase orders.
• Maintain and organize documentation related to operations, contracts, and service agreements.

Finance and Budget Coordination

• Assist in tracking project budgets, P&L statements, and cash flow analyses.
• Liaise with the finance team on accounts receivable, invoicing, and collections.
• Support the preparation of financial reports and metrics for leadership review.

HR & Talent Support

• Collaborate with HR to oversee onboarding/offboarding processes and employee record maintenance.
• Help coordinate recruitment efforts for employees and freelancers.
• Organize team-building initiatives and internal communications to foster a positive company culture.

Project Coordination

• Monitor project timelines, budgets, and resource utilization to ensure delivery against client expectations.
• Support operational alignment between client services, new business, and finance teams.
• Assist in creating scopes of work (SOWs) and liaise with external vendors as needed.

Systems & Facilities Management

• Manage permissions and access rights for the agency's project management and documentation systems.
• Coordinate with building management and service providers to address facilities-related issues.
• Purchase equipment and oversee service contracts to ensure cost efficiency.

Qualifications

• Bachelor's degree in business, administration, or a related field.
• Candidates must have reliable transportation and be within reasonable driving distance to Beacon, New York.
• This role requires in-office presence at least two days per week, with flexibility for additional visits as needed.
• 2–3 years of experience in operations, project coordination, or administrative roles, ideally within a creative or advertising agency.
• Familiarity with finance processes, such as budgeting and invoicing, preferred.
• Strong organizational and multitasking abilities, with a keen eye for detail.
• Proficiency in tools like QuickBooks, Excel, and project management platforms (e.g., Asana, Monday.com, or similar).
• Excellent verbal and written communication skills.
• A proactive and problem-solving mindset with the ability to adapt in a fast-paced environment.

To apply:

Please send an email titled “Head of Operations” to [email protected] with the following:

• Your resume
• A cover letter sharing a bit of your story and what excites you about Bellweather