Operations Specialist at All Departments
All Departments · Washington, United States Of America · Onsite
- Professional
- Office in Washington
The Operations Specialist performs high-level logistical support for the SVP, Operations. Duties involve performing varied, responsible, and highly confidential nature of work for the SVP, Operations. The incumbent is expected to provide a full range of support and become familiar and involved in the function and responsibilities of the SVP, Operations. The Operations Specialist has wide latitude for exercising independent judgment and performs both assigned and independent staff work. The incumbent reports directly to the SVP, Operations.
Responsibilities
- Serve as liaison between department heads, Service Partners, and the SVP, Operations, providing follow-up on various matters related to the day-to-day operations of all campuses (Convention Center, ESA, and SED). Provides support and assistance to management staff on matters as specified by the Chief Operating Officer.
- Manage the SVP, Operations daily schedule and commitments.
- Work in sync with the Senior Administrative Assistant to support staff across campuses (Convention Center, ESA, and SED) on office operations and procedures for Departments reporting to the SVP, Operations.
- Serve as liaison between Financial Management Division (FMD) and the SVP Operations to ensure policies and procedures are adhered to.
- Interfaces with various high level Federal, District and industry officials. Accompany the SVP, Operations to meetings (including WCSA Board of Directors and similar high-level executive meetings) and conferences with these officials for the purpose of tracking commitments and assigning follow-up tasks for staff.
- Handles correspondence on behalf of SVP Operations.
- Provides support to the Facility Operations Program team on behalf of the SVP Operations.
- Use discretion, confidentiality, and good judgment to handle C-Level matters.
- Assist in financial management documentation from Department heads requiring approval from SVP, Operations.
- Maintain calendar for the SVP, Operations with the knowledge of the SVP, Operations priorities and commitments; independently schedules appointments, meetings, and attendance at off-site meetings, professional activities, and conferences. Arrange necessary travel reservations and itineraries. Anticipate and prepare required background materials.
- Prepare special and recurring reports for the SVP, Operations. Research, analyze, and summarize information from a variety of appropriate sources.
- Prepare as appropriate C-Level memorandums on behalf of the SVP Operations.
- Maintains a comprehensive understanding of division policies, procedures, and the various department members’ methods of operation to conduct duties and responsibilities effectively and efficiently. Sets priorities independently. Often is the point person for department requests for information, requiring knowledge of the people and roles in the organization.
- Prepares for department, staff and other meetings including creating agendas, preparing any meeting materials and presentations, scheduling the conference space required, connecting meetings to the required technology, facilitating refreshments and may include managing the budget for these meetings and /or conferences.
- Open and sort incoming correspondence to the SVP, Operations. Compose correspondence for review and signature of the SVP, Operations or assign to appropriate staff member for response.
- Maintains an ongoing database of key information, including contact information, electronic and paper files, and information that needs to be communicated on a regular basis. Maintains utmost security and professionalism when dealing with confidential materials and information.
- Determines the urgency level of conflicting priorities and prioritizes many aspects of the work for the supervisor, such as identifying critical items and ascertaining which items are to be delegated to subordinate managers.
- Maintain overall budgetary knowledge in tandem with the Senior Administrative Assistant to support all Events DC venue operations.
- Perform other related tasks and duties as assigned by the SVP, Operations.
Qualifications
- Bachelor's degree from an accredited college or university with major coursework in Business Administration, or related field AND
- Five (5) years of progressively responsible experience in the convention, exhibition or hotel industry as an Executive Secretary or Administrative Assistant OR
- Any equivalent combination of related experience, training, and/or education.
- Proficiency with MS Office Suite to include Excel, Word, Access, and PowerPoint.
