Operations Specialist

Job Summary:
We are seeking a highly organized and skilled Executive Operations Assistant to provide exceptional support to our leadership team and ensure seamless operational efficiency. This role combines advanced proficiency in Odoo ERP with robust administrative expertise, serving as a critical link between executives, staff, and operational workflows. The ideal candidate will excel in a fast-paced environment, delivering technical solutions, polished documentation, and logistical coordination with professionalism and precision.

Key Responsibilities:

• Odoo System Administration: Manage and optimize Odoo ERP across various modules (e.g., CRM, Sales, Inventory, HR, Accounting), ensuring smooth functionality, troubleshooting issues, and supporting staff adoption.
• Executive Support: Assist senior management by scheduling meetings, drafting detailed agendas, recording minutes, and tracking follow-up tasks to ensure timely execution of priorities.
• Business Documentation: Prepare high-quality business reports, Standard Operating Procedures (SOPs), and presentations, ensuring clarity, accuracy, and alignment with organizational goals.
• Travel Management: Coordinate complex travel arrangements (flights, hotels, visas) for executives and teams, optimizing cost and convenience while adhering to company policies.
• Communication Handling: Draft and manage professional correspondence (emails, memos, letters) in flawless English, serving as a key point of contact for internal and external stakeholders.
• Event Coordination: Plan and execute company events, such as leadership retreats or training sessions, overseeing logistics, budgets, and vendor relationships.
• Records Management: Maintain confidential records, databases, and filing systems (digital and physical), ensuring compliance with data protection standards.
• Procurement Support: Facilitate procurement tasks by sourcing quotes, liaising with suppliers, and tracking orders within Odoos Purchasing module.
• Operations Project Assistance: Monitor project timelines, deliverables, and updates, providing executives with concise status reports to support decision-making.

Qualifications and Skills:

• Minimum of 3 years of experience as an Administrative Assistant or similar role, with a proven ability to manage multifaceted responsibilities.
• Expert-level knowledge of Odoo ERP, with hands-on experience configuring and administering multiple modules (e.g., CRM, Inventory, Sales).
• Very good written and spoken English skills, with expertise in drafting business documents, reports, agendas, and SOPs.
• Proven experience in travel coordination, including booking flights, accommodations, and visas.
• Strong organizational and multitasking abilities, with a keen eye for detail and the capacity to prioritize effectively under tight deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and virtual collaboration tools (e.g., Zoom, Microsoft Teams).
• Proactive, solution-oriented mindset with a commitment to confidentiality and professionalism.
• Bachelors degree in Business Administration, Management, or a related field (preferred but not required).

Preferred Attributes:

• Experience supporting executives in a multicultural or international setting.
• Familiarity with basic budgeting or expense tracking.
• Adaptability to evolving technologies and business demands.