Operations Administrative Assistant

Description

The Ground, based in the beautiful Willamette Valley, is a business that connects farm, food, and people through hospitality. We are seeking a dynamic individual with strong adaptability and problem-solving skills. In this role, you will be exposed to and support a wide range of functions at The Ground. This will include facility maintenance, projects, regulatory compliance, property management, IT, food and beverage, events, farming, and hospitality. Our culture is exciting, ambitious and moves quickly; flexibility, enthusiasm, and initiative are essential. 

Who you are

The Operations Administrative Assistant supports our Director of Operations. The ideal candidate for this role will proactively identify areas of improvement and is a quick, eager learner. They easily shift between tasks and projects, considering themselves tech-savvy and early adopters of new technologies. They are able to assist in solving tech-related problems across the company's wide range of hardware and software systems. Ideally, they are expereienced in safety teams and tracking efforts in safety protocols. They are skilled at aligning the company's various functions and projects to achieve collective goals by connecting the dots and ensuring that different departments within the organization work in sync. They act as a bridge between departments to foster communication and collaboration.

Responsibilities

• Assist with the management of daily facility operations, including coordinating with various departments to ensure smooth operations.
• Assist with the development and implementation of new policies and procedures to improve operations.
• Develop and implement operational strategies to improve efficiency and productivity.
• Safety Compliance & Leadership: Enforce safety regulations, chair the safety committee, maintain records, track and ensure completion of action items, and hold departments accountable for compliance.
• Collaborate with other team members to identify and resolve any issues or concerns.
• Project coordination: calling vendors, scheduling appointments, paying invoices.
• Perform administrative tasks, such as ordering supplies and managing deadlines.
• Organize and plan meetings, capture meeting minutes, and assign tasks. 
• Develop schedules, monitor project progress, and support the project manager to stay on track.
• IT support: collaborate with teams to manage systems and other IT related tasks, field internal calls and questions and assist in resolving. 
• IT support: manage third party IT consultants. Act as liaison between The Ground and consultant escalating requests, tracking work orders and allotted hours, and managing to completion.
• Regulatory Compliance: maintain up-to-date records, research requirements, manage application submissions, and communicate with regulatory bodies.
• Administrative duties: includes a wide range across the organization (electronic record management, email responses, calendar, schedule tracking, facility requests, schedule visitors, mail collection and distribution).
• Additional Support: Provide backup for other tasks, including scheduling and coordinating vehicle, equipment, and building repairs, liaising with vendors, and handling miscellaneous errands.

Requirements

Qualifications

• Bachelor’s degree preferred. 
• Proficient in technology, resourceful, self-taught, and adaptable to learning current and new systems and solutions.
• Strong verbal and written communication skills
• Comfortable with routinely shifting priorities
• Good time management, prioritization, and multitasking abilities
• High degree of attention to detail
• Excellent interpersonal skills to build strong relationships with colleagues
• Proficiency in MS Office; specifically, Word and Excel. 
• Proficiency with Mac and Apple products.
• Smartsheet or similar project management software knowledge preferred.
• Reliable transportation and a clean driving record.

Benefits: Benefits include health, vision, dental, life insurance, 401(k), PTO

Work Location and Hours: This position is based in Carlton, OR and we ask that the person live within 30 minutes of Yamhill County. Frequent travel to nearby cities is required using employee’s personal vehicle (mileage reimbursed at standard rate). Hours are typical business hours/days with the occasional need for evening or weekend availability.

About The Ground 

The Ground is based in the beautiful Willamette Valley. With an integrated approach to hospitality, The Ground is a collection of experiences and destinations rooted in the philosophy of conscious, loving hospitality in service to all species. It is a philosophy of belonging that comes to life through our three core businesses: Hospitality, Farming, and Connections. 

The Ground is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. If you’re interested in this role, but your experience doesn’t align perfectly with every qualification in the job description, we still encourage you to apply. You may just be the right candidate for this or other roles at The Ground.