Business Operations Specialist

The Business Operations Specialist supports the day-to-day operational needs of the office while serving as a key partner to the Business Operations Manager. This mid-level role supports critical functions including mail operations, office management, high-level meeting and presentation support, reporting, and employee culture initiatives. The Specialist also serves as backup for executive travel coordination. The role requires strong organizational skills, attention to detail, sound judgment, and the ability to manage shifting priorities in a fast-paced environment. This role is not directly client facing, but you will work closely with outside vendors and internal staff in multiple disciplines. Successful communication, timely responses, problem solving, and providing overall excellent customer service is key to this role.  If you thrive in a fast-paced environment that emphasizes individual accountability with the support of a team structure, come join us! 

• Serve as a contact for building management and vendors on-site
• High-level meeting and presentation support, branding updates and marketing projects
• Work closely with the Business Operations Manager to post up to date information through employee channels Compass, Highspot, Viva Engage
• Assist with creation of quarterly newsletter
• Assist with link creation, reporting and other Business Operations requests from our team distribution list
• Pick up and process physical mail from multiple locations
• Work with mail vendors to ensure timely delivery of all mail and packages
• Manage mail portals and inboxes and process all electronic mail
• Find efficiencies for faster mail processing, assist with assigning mail tasks daily
• Process mail through internal systems (Crosspoint, Index Expert, Relay Navigator, etc.)
• Monitor Mail Team distribution list emails and highlight items for follow up as necessary
• Send outgoing mail, releases, proof of representations letters, CD requests etc.  as requested by all Services departments
• Coordinate ordering and stocking of office supplies 
• Maintain the front desk area as well as conference room 
• Assist with celebrations and employee engagement events on-site
• Act as a back up to our Executive Assistant for booking travel and calendaring  
• Assist with other Business Operations duties as assigned

• Detail-oriented, organized, quality-focused and results-driven   
• Customer service and communication skills, both verbal and written
• Excellent technical skills and strong proficiency in Microsoft Office, with advanced PowerPoint, Excel and SharePoint skills.
• Experience with Co-pilot, Power Automate or Power BI is a plus
• Experience supporting office logistics, meetings, or events
• Ability to manage competing priorities with minimal supervision.
• Strong communication, organizational, and problem-solving skills
• Desire to work in a fast-paced, professional, team-focused environment
• Flexible and adaptable
• Have a reliable vehicle and the ability to pick up mail at an outside location 1 to 2 times per week
• 2-4 years’ experience
• Bachelor’s degree preferred