Executive Assistant - Operations

Harmons•West Valley City, UT

1d•$21 - $27•Onsite

About The Position

GENERAL PURPOSE: The purpose of this position is to provide comprehensive administrative and operational support to the Vice Presidents of Operations. This role is responsible for managing calendars, coordinating and preparing materials for meetings, including agendas and detailed notes, and creating and maintaining reporting tools for the operations teams and offering technical support as needed. In addition, it will play a key role in organizing and co-coordinating annual companywide fundraising events as well as planning and booking travel for company-related events. Success in this role requires a high level of collaboration and the ability to build and maintain strong working relationships across multiple departments.

Requirements

High school diploma or GED preferred, associate degree in business, finance, communications, or a related field preferred. An equivalent combination of education, training, and relevant experience that demonstrates the required knowledge, skills, and abilities will also be considered.
Exhibits exceptional organizational and planning abilities, with a proven capacity to work independently, prioritize effectively, manage multiple concurrent tasks, and maintain focus—while consistently balancing professionalism, approachability, and operational efficiency
Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), email platforms, and web-based applications, with the ability to effectively operate standard office equipment
Excellent verbal, written, and interpersonal communication skills; must be able to communicate effectively with individuals across all levels of the organization
Demonstrates the ability to accept constructive feedback and take personal accountability for ongoing growth and success
Ability to interpret, apply, and communicate company policies and procedures clearly and accurately
Demonstrates integrity, a positive attitude, and a self-directed work ethic, with a strong commitment to Harmons’ mission and a collaborative team environment
Commitment to maintain confidentiality and handling sensitive information with discretion
Strong problem-solving skills and sound judgment in decision-making
Demonstrates a product-minded, customer-focused, people-oriented, detail-driven, and forward-thinking approach

Responsibilities

Provides comprehensive administrative support to the Vice Presidents of Operations including managing their calendars and preparing them for meetings
Prepares agendas, documents, and meeting notes for Store Director Meetings; tracks follow-up items and ensures timely completion. This includes booking meetings, securing rooms, equipment, and catering as needed.
Coordinates the scheduling of store test and final inventories, Store Director meetings, conventions, one-on-one meetings, etc.
Distributes test inventory workbooks and compiles data for leadership review
Supports the successful launch and implementation of new tools and programs within store operations by coordinating meetings, training sessions, and documenting standard operating procedures (SOPs)
Conducts the annual review and updates of policies and procedures related to store operations and submits them for approval
Prepares and distributes various reports, including labor reports, sales vs. projections, and quarterly profitability plans; tracks store usage accordingly
Helps to coordinate and prepare for the timely completion of Store Director annual performance reviews
Assists with planning and booking travel for company-related events, such as conventions and store visits, including flights, lodging, and itineraries
Receives and follows up on customer opportunity calls, ensuring resolution or proper escalation
Creates and maintains spreadsheets, documents, and presentations using standard PC software tools
Maintains open, effective, and timely communication with the Vice Presidents of Operations, Store Directors, and cross-functional departments
Ensures all assigned tasks are completed efficiently, accurately, and in accordance with established departmental and company policies
Promotes and upholds company standards for safety, sanitation, and productivity at all times
Assists as needed to ensure the success of the company as a whole