Administrative Assistant to the COO

Description

ABOUT US

Namify is in the business of belonging. For more than 20 years, we’ve helped organizations strengthen their brands, recognition programs, corporate gifting, and employee experiences.

Our mission is simple:

To connect and unite people, one brand at a time.

And how we get there matters. Our core values guide the way we work:

Put People First
Treat people with respect, kindness, and a willingness to help.

Embody an Attitude of Ownership
See something that needs to be done? Own it. Follow through. Learn from mistakes and make things better.

Stay Cool Under Fire
Plans change. Problems happen. Deadlines get tight. We stay positive, think clearly, and figure things out.

WHY THIS ROLE, WHY NOW?

Namify is in a season of growth and change. As we continue to expand, improve our systems, and take on new initiatives, our COO needs someone who can help turn plans into action.

This is not a traditional administrative position.

As the Administrative Assistant to our COO, you’ll work directly alongside him as a trusted partner and right hand. You’ll help keep projects moving, follow up with team members and vendors, coordinate important details, and make sure commitments don’t get lost in the shuffle.

You’ll gain exposure to many areas of the business, including operations, supply chain, compliance, project management, accounting, facilities, events, and vendor relationships.

We’re looking for someone who wants to learn the business, take ownership, and grow into greater responsibility.

ABOUT THIS JOB

As the Administrative Assistant to the COO, you’ll help keep the COO organized while also helping ensure that projects, people, and operational priorities continue moving forward.

Your responsibilities will include:

• Work directly with the COO to organize priorities, projects, meetings, and follow-up items.
• Track projects and commitments to make sure deadlines are being met.
• Follow up with team members and hold people accountable to commitments and deadlines.
• Communicate with vendors, contractors, and service providers to coordinate work and ensure promises are fulfilled.
• Help manage internal compliance and documentation, including learning and supporting certain legal and regulatory requirements.
• Assist with supply chain and operational projects. Knowledge of supply chain is a plus, but we’re willing to teach the right person.
• Maintain and organize information using Google Sheets and other business systems.
• Assist with basic accounting-related tasks and tracking.
• Coordinate events and activities for managers and team leads, including offsite events and incentives.
• Help coordinate maintenance and service for company vehicles.
• Coordinate food vendors and other recurring company services.
• Help research problems, find solutions, and move projects from idea to completion.
• Keep the COO informed on the status of projects, outstanding items, and potential issues.
• Identify things that need attention before they become problems.
• Take on additional projects and responsibilities as you learn the business.

WHO WE THINK WILL THRIVE HERE

This role is best suited for someone who is confident, proactive, organized, and willing to take ownership.

We’re looking for someone who:

• Is comfortable picking up the phone and making things happen.
• Isn’t afraid to ask questions, push for answers, or follow up when something isn’t getting done.
• Can respectfully hold team members and vendors accountable to commitments.
• Communicates clearly and professionally with employees, managers, vendors, and outside partners.
• Is naturally proactive and looks for what needs to happen next instead of waiting to be told.
• Is comfortable managing multiple projects and priorities at the same time.
• Follows through and keeps others informed along the way.
• Can confidently communicate when something is off track rather than letting it become a surprise.
• Is organized and comfortable working with spreadsheets, numbers, and details.
• Is willing to learn areas outside their existing experience, including compliance, supply chain, accounting, and operations.
• Can work independently while knowing when to bring something to the COO.
• Is comfortable working with different personalities and helping keep people moving toward a common goal.
• Stays calm and solution-oriented when plans change or problems come up.

PROACTIVE COMMUNICATION MATTERS

One of the most important parts of this role is return and report.

If you’re given a task, we don’t want the COO wondering what happened with it. We want you to take ownership, follow through, and come back with an update:

“Here’s what I found. Here’s what I did. Here’s what’s next.”

You should be comfortable taking initiative, making calls, asking for updates, and escalating issues when necessary.

Requirements

MINIMUM QUALIFICATIONS

You don’t need to have experience in every area of this role. We’re willing to train the right person.

At a minimum, you should:

• Have strong verbal and written communication skills.
• Be comfortable communicating over the phone and interacting with vendors and business partners.
• Be organized and able to manage multiple projects, deadlines, and follow-up items.
• Be comfortable using Google Sheets, email, and other business software.
• Be dependable and consistently follow through on commitments.
• Be comfortable taking direction while also thinking independently.
• Be willing to learn new areas of the business and take on increasing responsibility.
• Be able to handle confidential and sensitive business information professionally.

PREFERRED EXPERIENCE

Experience in any of the following would be helpful:

• Administrative or executive support
• Project management or coordination
• Operations
• Supply chain or logistics
• Vendor management
• Compliance or legal administration
• Accounting or bookkeeping
• Event coordination
• Google Sheets or spreadsheet-heavy work

You do not need to check every box. We’re more interested in finding someone who is smart, proactive, dependable, confident, and willing to learn.

THE OPPORTUNITY

This role gives you a unique view into how a growing company operates. You’ll work directly with our COO and have the opportunity to learn across multiple areas of the business.

If you’re looking for a position where you can take ownership, solve problems, learn how a business operates, and grow into more responsibility, this could be a great opportunity.

We’re not looking for someone who simply waits for the next task.

We’re looking for someone who sees what needs to happen and helps make it happen.