Operations Assistant

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.

• Bachelor’s degree in business, administration, or a related field.
• 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 “Operations Assistant” to jobs@bellweather.agency with the following:

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