Operations Specialist

REPORTING TO: Director of Talent & Human Resources

TYPE: Full Time (Non-Exempt)

RESPONSIBILITIES: The Office Administrator serves as a central resource for office operations, scheduling, administrative coordination, and employee support. This position is responsible for ensuring the efficient operation of the office through proactive calendar management, meeting coordination, communication support, and recordkeeping. 

This is a highly collaborative and hands-on role requiring exceptional organizational skills, attention to detail, discretion, and customer service. The Office Administrator works closely with leadership, employees, clients, vendors, and external partners to support daily operations, maintain administrative processes, and contribute to a positive and professional workplace environment.

The role will provide administrative support across multiple business functions, including office operations, executive scheduling, human resources administration, employee onboarding, facilities coordination, and special projects.

KEY RESPONSIBILITIES:

· Office Operations & Administrative Coordination

o Support day-to-day office operations and serve as primary resource for administrative needs. 

o Coordinate deliveries, shipping, and facility-related services.

o Maintain office supplies, equipment inventories, common areas, and administrative resources.

o Assist in coordination of office events, employee celebrations, team meetings, and company functions.

o Assist with document preparation, correspondence, presentations, forms, and reports.

o Maintain organized electronic filing systems.

· Human Resources Administration & Employee Support

o Support onboarding and offboarding activities, including document collection, scheduling, equipment coordination, and employee communications.

o Assist with maintaining employee records, personnel files, compliance documentation, and HR tracking systems.

o Coordinate training schedules, employee meetings, orientations, and related administrative activities. 

o Support recruitment activities by scheduling interviews, coordinating candidate communications, and maintaining applicant records.

o Maintain confidentiality when handling sensitive employee information and business matters.

· Calendar coordination & support

o Support calendar management by scheduling meetings, resolving calendar conflicts, coordinating logistics, and maintaining schedule accuracy.

o Arrange internal and external meetings, video calls, virtual meetings, and events.

· Communication & Relationship Management

o Respond to inquiries and route requests appropriately.

o Provide backup phone coverage, ensuring calls are answered promptly, professionally, and transferred appropriately while delivering a positive client experience.

o Foster a welcoming, responsive, and service-oriented office environment.

o Support team members with special projects and administrative initiatives.

o Identify opportunities to improve administrative processes, workflows, and organizational systems.

REQUIRED JOB QUALIFICATIONS:

· 2 years of administrative, office management, executive support, human resources support, or related experience.

· Strong organizational, multitasking, and time-management skills.

· Demonstrated ability to manage competing priorities while maintaining attention to detail.

· Excellent verbal and written communication skills.

· Strong customer service orientation and interpersonal skills.

· Experience coordinating calendars, meetings, schedules, and administrative projects.

· Advanced proficiency in Microsoft Office applications, including Outlook, Word, and Excel.

· Ability to maintain confidentiality and exercise sound judgement when handling sensitive information.

PREFERRED JOB QUALIFICATIONS:

· Associate or bachelor’s degree in business administration, Human Resources, Communications, or a related field.

· Experience supporting executives, business leaders, or professional service teams.

· Human resources, recruiting, onboarding, or employee relations support experience. 

· Experience with HRIS, payroll, or applicant tracking systems.

· Experience coordinating office operations, facilities, or event planning.

· Professional administrative certification or HR-related coursework.

PERSONAL QUALIFICATIONS:

· Commitment to the core values of Northwest Trustee:

o Professionalism

o Compassion

o Integrity

o Diligence

· Highly organized, detail-oriented, and accountable.

· Proactive, curious, and committed to continuous improvement.

· A collaborative team player who relates in a courteous and helpful manner to co-workers, clients, and vendors.

· Adaptable and willing to learn new systems, tools, and methods.

ABOUT NORTHWEST TRUSTEE:

Northwest Trustee & Management Services, LLC, established in 1989, is a leading provider of fiduciary services in the Pacific Northwest.

OUR MISSION: 

We exist to enrich lives, honor family legacies, build enduring relationships, and minimize family conflicts. This is accomplished in a manner that:

· Adheres to the highest ethical standards

· Treats clients with respect and understanding 

· Provides clear and timely advice and service

· Honors confidentiality