Business Operations Assistant (Part Time)

KeyMedia Solutions combines advertising expertise and innovative problem solving to develop successful marketing strategies for businesses. Our marketing experts specialize in providing customized solutions to your online advertising and marketing challenges.

KeyMedia Solutions is seeking a Business Operations Assistant to support our COO and leadership team. This isn't a traditional administrative assistant role. While some responsibilities involve scheduling and administrative tasks, much of the position centers on recurring reporting, data accuracy, process management, and making sure important operational details don't get missed.

This role requires a high degree of trust and discretion. You’ll work across systems containing confidential financial, payroll, employee, client, and leadership information. It’s a good fit for someone who enjoys Excel, working with numbers, checking details, and investigating discrepancies.

What you’ll do

• Prepare recurring financial and employee time reports and verify that our accounting team has completed routine processes such as payroll and sales tax submissions correctly and on time.
• Check data against source records, investigate discrepancies, and resolve routine issues using documented procedures. Contact employees or vendors for clarification when needed, and report findings and unresolved questions.
• Complete employee benefits administration, including coordinating annual 360 reviews, preparing compensation reports, entering approved record changes, and processing paperwork.
• Maintain company meeting schedules.
• Complete scheduled processes involving insurance, retirement plans, employee surveys, reimbursements, and company records.
• Keep records and procedure documents current, suggest practical improvements, and support one or two ongoing operations projects as time and priorities allow.

You will begin with selected weekly and time-sensitive monthly responsibilities, then take on additional processes as you learn our systems and capacity allow. The COO will supervise the role and set priorities to keep assignments manageable within your scheduled hours.

What Success Looks Like

• Recurring work is completed accurately and on time without your supervisor needing to track every step.
• You notice discrepancies, look into them, and explain clearly what you resolved and what needs a supervisor’s review or decision.
• You follow established procedures carefully, including detailed processes with many steps, and know when to pause before changing an established process.
• Confidential information stays confidential, including salary and financial information, client information, and operational projects and priorities that have not yet been shared with the team.
• You communicate progress, questions, and completed work so others can rely on your follow-through.

What You’ll Bring

• Experience handling sensitive information with professionalism and discretion. We will seek a reference who can speak to this directly.
• Strong organizational skills, attention to detail, and dependable follow-through on recurring deadlines and detailed procedures without frequent reminders.
• Comfort working in Excel: sorting and filtering data, using formulas, comparing records, and recognizing unexpected results. Experience with PivotTables, lookups, and troubleshooting formulas is helpful.
• Confidence learning business software and working across several systems.
• Practical number sense and initiative to investigate discrepancies, paired with sound judgment about what you can resolve independently and when approval is needed.

Experience in operations, bookkeeping, executive assistance, banking, office management, or another role involving confidential records is welcome.

Schedule: Approximately 15 hours per week to start, with a predictable schedule during business hours. Shorter workdays may be possible, including a schedule that fits within school hours.

Working at KeyMedia Solutions

We are a collaborative, relationship-driven media agency where integrity, accountability, excellent work, and continuous learning matter. We value thoughtful systems, clear communication, and teammates who follow through for one another. We hold high standards while respecting people’s lives outside of work.