Job Summary
The Operations Assistant to the COO supports the daily rhythm, organization, and administrative needs of the COO’s Office at Mount Hood. This role helps the COO stay focused on operational priorities by keeping information organized, preparing materials, tracking follow-up items, and supporting the coordination of NDO operations.
This position exists to strengthen the connection between planning and execution. The Operations Assistant helps make sure the COO’s Office has the documents, reminders, communication, and task support needed to move daily operations forward. The role also supports clear communication between the COO’s Office and the CEO’s Office when information, documents, or updates need to be prepared, submitted, or followed through.
This is an office-based operational support role, not an independent management position. The Operations Assistant may support scheduling, documentation, communication, errands, supply coordination, and assigned NDO tasks, but does not independently direct managers, supervise employees, approve purchases, commit Mount Hood to agreements, or make operational, financial, disciplinary, hiring, or strategic decisions unless specifically authorized by the CEO.
Because this role works closely with the COO’s schedule, communication, documents, daily priorities, NDO operations, and sensitive company information, honesty, discretion, professionalism, organization, and confidentiality are essential.
Responsibilities
COO Calendar and NDO Preparations
Description: Center the COO’s workflow by helping him keep clear priorities, organized materials, and awareness of urgent matters.
- Assist in managing the COO’s calendar.
- Review forwarded emails, messages, or notes that have been handed off to the COO’s office.
- Identify items that may need the COO’s immediate attention.
- Prepare the office for the day’s business, including the management of supplies, and tasks for NDO operations.
Administrative Support and Executive Correspondence
Description: Assist the COO by keeping a productive rhythm in the office and maintaining clear communication with the CEO’s Office.
- Attend designated meetings for note-taking when requested.
- Organize documents, files, notes, and other materials connected to the COO’s daily business.
- Gather information needed for upcoming meetings, projects, purchases, appointments, travel, or business decisions.
- Track NDO deliverables connected to meetings, partnerships, travel, or projects.
- Help prepare the next day’s priorities, materials, or reminders.
- Gather documents or materials needed for submission requested by the CEO’s Office.
- Support the COO by maintaining clear communication between his office and that of the CEO’s.
- Ask clarifying questions when the task or expected result is unclear.
Scheduling NDO Operations
Description: Assist the COO by keeping a productive rhythm of scheduling and execution of NDO tasks.
- Help track whether assigned follow-up items have been completed or still need attention.
- Advance NDO items for the COO’s office.
- Answer or return calls when needed or assigned.
- Communicate approved scheduling information to team members, vendors, partners, or other contacts.
Office Errands and Personal Admin Support
- Complete delegated errands that support the COO’s day and office needs.
- Pick up office supplies or other assigned items when requested.
Notes on the role:
It is important for the person fulfilling this role to maintain professionalism with managers, supervisors, crew members, vendors, partners, and outside contacts. Documentation is key to keeping the COO’s office organized and responsive to the needs of the business.
Questions, doubts, or needs for clarification must be communicated in a timely manner. This role is not tasked with giving directives independently and does not make operational, financial, disciplinary, or hiring decisions unless specifically authorized by the CEO.
This role will receive sensitive information and will be required to sign an NDA.
Pay: $48,000.00 - $50,000.00 per year
Benefits:
Education:
- High school or equivalent (Required)
Language:
- English and Spanish (Required)
License/Certification:
- Driver's License (Required)
Work Location: In person
