Job Title: Senior Administrative Assistant / Operational Control Specialist
Location: 100% Onsite, Woodland Hills CA
We are an established boutique security company specializing in executive protection for high-net-worth individuals. We provide a comprehensive range of protection services, including residential estate security for executives, politicians, celebrities, musicians, and their families. Our expertise, experience, and discretion set us apart from other protection firms in Los Angeles. Join us and enjoy the opportunity to learn from and work with the best agents in the business.
The Job:
We are seeking a Senior Administrative Assistant / Operational Control Specialist to support our operations team. In this role, you will be responsible for overseeing client-related logistics, managing Executive Protection (EP) Agents, handling equipment and vendor management, and maintaining accurate operational records. This role requires exceptional organizational skills, attention to detail, and the ability to juggle multiple tasks efficiently while coordinating with various departments, vendors, and agents.
Key Responsibilities:
Arrangements and Bookings: Coordinate and manage all travel arrangements for EP Agents and the CEO, including flights, accommodations, and ground transportation.
Expense Tracking: Collect and organize receipts for all logistics-related expenses, ensuring accuracy in tracking and reporting.
Travel Records: Maintain up-to-date records of EP Agents' travel schedules and availability in requested systems.
Assignment Scheduling: Assign EP Agents to clients and assignments based on availability and requirements, ensuring all assignments are tracked in the operations calendar.
Operational Reporting and Systems Management:
Maintain and update operational records in Outlook, Ops Excel, Asana, and Monday.com, ensuring task accuracy.
Daily Updates: Provide morning and afternoon updates on agent shifts, client itineraries, and new assignments.
After Action Reviews (AAR): Create and manage AARs to improve operational efficiency.
Operations Reporting: Assist in creating trip pre-planning and after-action reports for the Director or CEO.
Vendor and Equipment Management:
Build and maintain relationships with vendors, negotiate rates, and resolve issues as needed.
Invoice Processing: Review and approve vendor invoices, ensuring accuracy before submission to Finance.
Equipment Maintenance: Conduct regular audits of field and office equipment, ensuring functionality and maintenance.
Uniform Management: Oversee the procurement, tracking, and distribution of company uniforms to field agents.
Documentation: Maintain and organize client and operational information for future reference.
Client Information: Keep detailed records of client movements and mission documentation.
Advances Management: Ensure all advance documentation is standardized and up-to-date.
Additional Responsibilities:
Manage various operational projects such as client printing tasks and travel logistics.
Report and Presentation Preparation: Assist in preparing reports, presentations, and operational documents, including threat assessments and planning.
Required Qualifications:
Strong administrative and organizational skills with excellent communication abilities.
Flexibility to work varying hours, including weekends and on-call nights as needed.
Detail-oriented with proactive problem-solving abilities.
Proficiency in Outlook, Asana, Monday.com, and Excel.
Preferred Qualifications:
Experience in logistics coordination and client-facing roles.
Familiarity with event planning logistics (hotels, flights, rentals).
Experience with vendor databases, negotiations, and QuickBooks Time for payroll management.
Benefits:
Competitive hourly rate of $30-40 per hour based on experience.
Full-time, onsite position with flexibility for on-call weekends and nights as business demands.
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county , to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.
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