DESCRIPTION
We are seeking a highly organized and proactive Administrative & Operations Assistant to support a variety of operational, administrative, and team engagement activities. This role is essential to keeping daily processes running smoothly and contributing to a positive and efficient work environment.
**Key Responsibilities**:
**Administrative & Contract Support**
- Prepare and process departmental reimbursement reports
- Provide design contract support
- Review and support team time entry submissions
- Circulate, track, and file SOP signature forms
- Provide administrative assistance as needed, including scheduling and correspondence
- Purchasing software administrative support
- Project proposal generation as needed
**Team & Office Coordination**
- Track team attendance and manage team communications, including announcements from HR, maintenance, and security as needed
- Coordinate team birthday, work anniversary, and major life event celebrations, including announcements, cards, and gifts
- Coordinate travel arrangements for team members, consultants, and photographers
- Manage office and gallery snacks, beverages, and general supply shopping
- Schedule weekly golf cart washes




- Assist with meeting room coordination
- Ensure optimal functioning of shared spaces
**Event Planning & Team Engagement**
- Coordinate communication for quarterly team-building events
- Attend interdepartmental meetings, provide summaries and list of action items
Assist with the planning and execution of annual events
**Cross-Departmental Support**
- Provide marketing team support, including assisting with website updates and communication coordination
- Assist with operations-related tasks as needed
**Meeting Coordination**
- Support team meeting planning and agenda creation
- Lead team meetings in the absence of Senior Operations Manager
**REQUIREMENTS**:
**Qualifications and Education Requirements**
- Strong organizational and multitasking skills
- Excellent written and verbal communication
- Ability to work independently and collaboratively
- Flexibility to take on varied tasks
- Experience in administrative, operations, or office management roles preferred
- Experience with Microsoft Office, to include Excel and PowerPoint
- Advanced proficiency in English

📌 Administrative & Operations Assistant (San José del Cabo)
🏢 Twin Dolphin
📍 San José del Cabo