Administrative Operations Specialist

About the role

As an Administrative Operations Specialist you will partner with an Oceans client to manage their professional life, keeping calendars, correspondence and tasks organized so they can focus on high‑priority goals.

Key responsibilities

• Manage and optimize the client’s work calendar, schedule meetings, appointments and events based on business priorities.
• Coordinate meetings with internal teams, clients and stakeholders, ensuring efficient use of time.
• Handle business travel arrangements and organize materials for meetings, including agendas, presentations and reports.
• Serve as the primary point of contact for emails, phone calls and professional communications, ensuring timely and professional responses.
• Act as a liaison between the client and internal teams, supporting stakeholder relationships and providing logistical support for client‑facing meetings.
• Coordinate small‑scale projects and tasks aligned with strategic goals, tracking progress and meeting milestones.

Required profile

• Professional fluency in English with excellent written and spoken communication.
• At least 5 years of experience in a communication‑heavy role at a reputable firm.
• Undergraduate degree preferred; relevant work experience also valued.
• Certifications such as MBA, CFA, CIM, CIPM or CIMA are a plus.

Required skills

• Strong organizational and time‑management abilities.
• Proven stakeholder coordination and liaison experience.
• Ability to anticipate needs, solve problems and take initiative.