Business Operations Assistant

Get ready to groove with Gesture, the ultimate e-commerce and delivery-tech sensation! We're not your average company - we're all about innovation, going global, and changing the game when it comes to showing love and thanks. Our mission? To whip up rad products and services that'll totally transform the way folks bond, chat, and vibe using some seriously swanky tangible goodies and presents.

The Business Operations Assistant plays a crucial role in supporting the efficient functioning of the company's operational processes. This role involves providing administrative and coordination support to ensure smooth operations, effective communication, and the successful execution of various business activities.

This is an in-office based position working from our NYC based office. This role does not support remote or hybrid work.

Key Responsibilities:

Administrative Support:

- Assist in the management of daily administrative tasks, including scheduling meetings, coordinating appointments, and managing calendars.

- Prepare and distribute internal and external communications, memos, and reports as needed.

- Maintain accurate records, files, and documentation related to business operations.

Data Entry and Analysis:

- Enter and update data in various systems, databases, and spreadsheets to support accurate record-keeping and reporting.

- Assist in data analysis tasks, such as gathering data, creating basic reports, and identifying trends for further review.

Coordination and Logistics:

- Coordinate travel arrangements, accommodation, and transportation for team members as required.

- Support event planning and coordination, including workshops, training sessions, and company gatherings.

Inventory Management:

- Assist in tracking inventory levels and supplies, coordinating with relevant departments to ensure availability of necessary materials.

- Help manage procurement processes, including raising purchase orders and monitoring deliveries.

Communication and Correspondence:

- Respond to inquiries and requests, both internally and externally, in a timely and professional manner.

- Draft and edit emails, letters, and other written correspondence as needed.

Process Assistance:

- Support the implementation of operational processes and procedures by following guidelines and contributing to process improvement initiatives.

- Collaborate with team members to ensure adherence to established protocols.

Document Preparation:

- Assist in the creation and formatting of documents, presentations, and reports, ensuring a consistent and professional appearance.

Cross-functional Collaboration:

- Collaborate with various departments, teams, and stakeholders to ensure effective communication and coordination of operational tasks.

- Assist in project-related tasks and activities as required.

Various Other Duties:

- Assisting other departments including but not limited to deliveries, logistics, customer outreach, customer service, and more.

Qualifications and Skills:

- High school diploma or equivalent; associate's degree or relevant certification is a plus.
- Prior experience in an administrative or operations support role is desirable.
- Proficiency in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) for document creation, data entry, and communication.
- Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
- Strong attention to detail and accuracy in data entry and documentation.
- Effective communication skills, both written and verbal.
- Ability to work collaboratively in a team environment and adapt to changing priorities.
- Positive attitude, adaptability, and willingness to learn new tasks.
- Familiarity with basic office equipment and software tools.

The most successful individuals in this role will possess the following skill sets and requirements:

• Problem-Solving: Proven problem-solving abilities to address issues and find practical solutions in a fast-paced environment.
• Organizational Skills: Excellent organizational skills to manage and prioritize tasks, appointments, and meetings efficiently.
• Communication: Strong written and verbal communication skills for effective internal and external communication, including emails, phone calls, and in-person interactions.
• Time Management: Ability to manage time effectively, meet deadlines, and handle multiple tasks simultaneously.
• Attention to Detail: Keen attention to detail to ensure accuracy in documentation, reports, and data entry.
• Computer Skills: Proficiency in using office software such as Microsoft Office (Word, Excel, PowerPoint), Google Workspace, and other relevant tools.
• Adaptability: Flexibility to adapt to changing priorities and tasks as business needs evolve.
• Analytical Skills: Basic analytical skills to analyze data, generate insights, and assist with decision-making.
• Customer Service: Customer service orientation to assist clients, customers, or team members with inquiries and requests.
• Documentation: Ability to maintain and organize documents, records, and files efficiently.
• Teamwork: Collaborative mindset to work effectively with cross-functional teams and colleagues.
• Confidentiality: Commitment to maintaining the confidentiality of sensitive business information and data.
• Research Skills: Strong research abilities to gather information and data for various projects and reports.
• Calendar Management: Proficiency in managing calendars, scheduling appointments, and coordinating meetings.
• Financial Acumen: Basic understanding of financial concepts and budget tracking, especially if the role involves financial operations tasks.
• Project Support: Capability to provide administrative support for projects, including tracking progress, coordinating tasks, and assisting with project documentation.
• Resourcefulness: Ability to find solutions and resources independently when faced with challenges.
• Customer Relationship Management (CRM): Familiarity with CRM software for managing customer and client relationships.
• Conflict Resolution: Skill in handling conflicts or disagreements diplomatically and effectively.
• Continuous Improvement: Willingness to identify process improvements and contribute to streamlining operations.
• Technical Skills: Depending on the specific business operations, knowledge of specialized software or tools relevant to the industry.
• Health and Safety Awareness: Awareness of health and safety regulations and the ability to promote a safe work environment.

Join our team as a Business Operations Assistant and contribute to the smooth functioning of our operations by providing essential administrative support and coordination.

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