Operations Assistant

| Colorado Springs
Please send your Resume and a brief introduction via email to [email protected]
Apply now

Position: Operations Assistant

Status: 40 hours/week (full-time)  

Compensation: $17.25/hr

Our Company Mission:

Our passion is changing the world one powerful message at a time by helping individuals, entrepreneurs, and organizations leverage speaking to build their business. Our mission is to REACH 1 billion people by winning 1 million stages in the next 10 years.  

Your Team:

This position will report directly to the Director of Operations. This position will work closely and respectfully with all other AYR team members, including those on the Leadership Team.   

Position Summary:

The Operations Assistant will be an integral and invaluable asset to AYR’s workflow across the organization. By partnering with all departments within the organization, the Operations Assistant will optimize daily activities and performance of the business across the board. In order to be successful in this position, the Operations Assistant should be a “jack of all trades” who works well under pressure and is able to work effectively with minimal supervision. The Operations Assistant will also be responsible for keeping our Integrator/Director of Operations productive, on-task and organized both personally and professionally. This person will work with our Integrator/Director of Operations to define top priority personal and professional projects and ensure that his/her productivity is at its highest. Strong organization, project management, and time management skills are also highly valued. 

Team-Wide Operations Functions:

  • Assist the Director of Operations  in planning, organizing and coordinating functions relating to the operation of the business

  • Improve upon and create new workflows and projects in our project management system

  • Optimize the use of our project management system within the whole organization, including creating and sharing regular trainings with the team

  • Improve upon and create new data tracking tools and zaps between tools (Google Sheets, Google Docs, Google Forms, Airtable, InfusionSoft, Zapier, Close.io, Skip.io, and more)

  • Provide recommendations and suggestions for improvements in any aspects relating to increased performance within the team

  • Coordinate with different departments to achieve optimal work production across the board

  • Demonstrate a strong ability to multi-task, prioritize and manage daily work activities to balance multiple priorities

  • Effectively communicate on requests in a timely and professional manner

  • Understand and align work plans, activities and decisions to help fulfill all commitments within established time frames

  • Strive to seek opportunities to learn and acquire new skills while learning and understanding the functions of the department and how they impact other departments

  • Maintain a high level of performance as measured by traditional and contemporary performance indicators to seek a balance of quality, productivity and strong behaviors

  • Perform, organize, and streamline operational procedures and tasks to reduce the potential for errors.

  • Provide technical assistance and training to staff and potentially clients, as needed.

  • Provide recommendations for and document the development of standard operating practices and procedures to drive improvements in areas such as workflow, reporting, or expenditures.

  • Interact with customers and clients, resolve problems, and provide information as needed.

Calendar Management for Integrator/Director of Operations/Director of Operations:

  • Manage the Integrator/Director of Operations’s calendar. This person will protect the Integrator/Director of Operations’s schedule, keeping their calendar management tool up to date and in accordance with their calendaring rhythm. This position will be responsible for scheduling and confirming all the Integrator/Director of Operations’s appointments, calls and meetings.

  • Book and manage all the Integrator/Director of Operations’s travel both personally and professionally.

  • Oversee and manage the Integrator/Director of Operations’s personal and professional errands.

Communication:

  • Email management. Operations Assistant will aid in keeping the Integrator/Director of Operations’s inboxes at “zero” and manage the timely response to email either through a provided template or a transcription method from the Integrator/Director of Operations. This means everyone has been responded to within 1 business day, even if it means a discussion at a later time.

  • Manage key relationships both personally and professionally. This includes implementing a follow up process when the Integrator/Director of Operations makes a new professional relationship as well as nurturing current professional relationships that coincide with her travel schedule. The Operations Assistant is key to helping the Integrator/Director of Operations follow up, nurture and build key relationships both inside and outside AYR.

Special Projects:

  • Special projects include aiding the Integrator/Director of Operations in moving tasks forward in any project, whether personally or professionally, that arises in their busy schedule. The Operations Assistant will work closely with our Integrator/Director of Operations to highlight the most time sensitive items on their agenda and keep their projects on target.

  • Each Quarter the Operations Assistant will have 3-5 Key Projects (“Rocks”) they are working on individually.

  • Special projects include all the above but are not limited to the above. We are looking for an Operations Assistant who has a skill set to do a variety of things that helps keep the task off of the Integrator/Director of Operations. This person will not only make sure their quarterly projects are done but help assist the Integrator/Director of Operations to make sure his/her’s are done as well.

Key Performance Indicators:

Throughout the year there will be three key KPI’s that we will objectively measure in regards to the success of the Operations Assistant position. 

Key Competencies:

Our ideal Operations Assistant  is organized with an extremely high attention to detail.  He or she has previous experience in business Operations and has the following competencies:   

 

1. Adaptability

  • Demonstrates flexibility in the face of change

  • Projects a positive demeanor regardless of changes in working conditions

  • Shows the ability to manage multiple conflicting priorities without loss of composure

2. Organization

  • Time Management: Determines the appropriate allocation of time

  • Space Management: Effectively manages the workspace (i.e. keeps a clean and organized office, appropriately handles all paperwork, maintains control over the physical environment, etc.)

  • Task Management: Balances conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines

3. Proactivity

  • Demonstrates the ability to foresee problems and prevent them by taking action

  • Utilizes analytical skills and a broad understanding of the business to effectively interpret and anticipate needs

4. Communication Skills

  • Listening skills: Understands that the most important aspect of communication is the act of listening and actively works to improve those skills

  • Oral skills: Speaks with confidence using clear, concise sentences and is easily understood

  • Written skills: Produces well thought-out, professional correspondence free of grammatical and spelling errors

  • Telephone/E-mail: Uses high quality, professional oral and written skills (as described above) to project a positive image of the business

5. Client/Candidate Service

  • Interacts professionally with clients, candidates and associates at all times

  • Promptly responds to requests with accuracy and a courteous demeanor

6. Business Understanding

  • Demonstrates an awareness of fundamental business principles as well as an understanding of both our offerings and the industry we serve.  

7. Team Player

  • Works as a competent member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting group goals

8. Computer/Technical Skills

  • Displays proficiency using standard office equipment such as a computer, scanner, etc.

  • Demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills

  • Familiarity with Google Suite (Docs, Sheets, Forms, etc.), Apple Keynote, Microsoft PowerPoint, Zapier, Teamwork Project Management (or other PM Systems); working history in Infusionsoft (simple report creation, etc.)

9. Judgment

  • Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction

  • Swiftly refers problems/issues to the appropriate person(s) when necessary

  • Works effectively without constant and direct supervision or guidance

10.  Efficiency 

  • Not only utilizes but excels at the use of TeamWork Project Management, Google G-Suite and Slack applications. 

  • Work diligently to find solutions to questions/issues before reaching out to other team members.  

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Please send your Resume and a brief introduction via email to [email protected]
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