Assistant to Director of Global Operations

POSITION TITLE: Assistant to Director of Global Operations

CLASSIFICATION: Exempt and Full-time

EXPERIENCE: 3 Years

REPORTS TO: Director of Global Operations

LOCATION: Doral, FL

COMPENSATION: $55,000 to $70,000

Position Summary: The Assistant to the Director of Global Operations will provide comprehensive administrative and operational support to the Director in overseeing the organization’s global operations. This includes assisting in the management of warehousing, distribution, logistics, in-kind donations, and operational activities. The Assistant will play a key role in ensuring the smooth functioning of day-to-day operations, coordinating with internal teams and external partners, and helping the Director optimize global supply chain processes. The position requires a proactive, organized, and detail-oriented individual with strong communication and problem-solving skills.

Key Responsibilities:

• Administrative Support:
• Manage the Director’s calendar, schedule meetings, and organize travel arrangements.
• Prepare and organize reports, presentations, and other documentation for the Director.
• Handle confidential information with discretion and professionalism.
• Track and prioritize incoming communication, ensuring timely responses or escalation as needed.

Operational Coordination:

• Assist in the development, implementation, and monitoring of the global operational strategy.
• Support the Director in coordinating operational processes across regions and departments.
• Help with managing logistics, warehousing, and distribution schedules to ensure timely delivery of goods.
• Coordinate with the regional offices, vendors, and external logistics partners to track progress on key projects.

Inventory & Supply Chain Management:

• Assist in tracking and maintaining inventory levels across global warehouses.
• Support the Director with implementing scalable warehouse management systems (WMS) and ensure accurate data entry.
• Aid in the coordination and tracking of in-kind donations and ensure they are processed efficiently.

Communication & Stakeholder Engagement:

• Liaise with internal teams (finance, HR, fundraising, etc.) to ensure operational needs are met.
• Assist with maintaining relationships with key external stakeholders, including donors, vendors, suppliers, and logistics partners.
• Prepare and distribute communication to stakeholders regarding supply chain updates and logistical matters.

Process Improvement & Data Management:

• Support the Director in identifying and implementing process improvements for warehousing, logistics, and inventory control.
• Assist in gathering data and creating reports on operational performance, logistics challenges, and key metrics.
• Utilize software tools to track operational performance and monitor key performance indicators (KPIs).

Budget & Resource Management:

• Help track budgets for warehousing, transportation, and logistics, ensuring alignment with the Director’s goals and GEM’s objectives.
• Monitor expenses and assist in the preparation of financial reports and expenditure tracking.
• Assist in identifying and tracking cost-saving opportunities across global operations.

Compliance & Risk Management:

• Assist in ensuring that operations comply with local, national, and international regulations, including health, safety, and environmental standards.
• Support the Director with risk management strategies to minimize disruption in the supply chain.
• Ensure disaster preparedness and emergency protocols are followed across global operations.

Team Support & Leadership Development:

• Provide administrative support to the global team by managing internal communications and logistics-related tasks.
• Assist in organizing training sessions and professional development opportunities for operational teams.
• Foster a collaborative work environment and promote operational best practices within the team.

Performance Tracking & Reporting:

• Help monitor key performance indicators (KPIs) to ensure operational targets are met.
• Prepare performance reports and assist in the presentation of updates to senior management or the Board.
• Assist in tracking operational issues and propose solutions for improvement based on data analysis.

Qualifications:

• Bachelor's degree in Business Administration, Supply Chain Management, Logistics, or a related field (or equivalent experience).
• 2 years of experience in logistics, operations, or administrative support in a global or supply chain environment.
• Strong organizational skills, with the ability to prioritize and manage multiple tasks simultaneously.
• Excellent written and verbal communication skills.
• Proficiency with MS Office (Word, Excel, PowerPoint), and familiarity with warehouse management software or logistics tools is a plus.
• Strong attention to detail and the ability to manage complex tasks efficiently.
• Ability to work independently and as part of a global, cross-functional team.
• A proactive attitude with a problem-solving mindset and willingness to learn.

This role offers an opportunity to contribute to a global mission while gaining exposure to a wide range of operational and supply chain activities. The Assistant will play a key supporting role in helping the Director ensure the success of the organization’s global operations, improve efficiency, and deliver vital resources where they are most needed.

Job Type: Full-time

Pay: $55,000.00 - $70,000.00 per year

Benefits:

• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday
• On call
• Weekends as needed

People with a criminal record are encouraged to apply

Work Location: In person

Salary : $55,000 - $70,000