Operations Assistant to the Director of Operations

Hyre is a fast-growing virtual assistant service company dedicated to providing exceptional support to our clients. We value innovation, efficiency, and a commitment to excellence. Join us and be part of a dynamic team that empowers businesses to thrive.

Overview

We are seeking a detail-oriented, tech-savvy Operations Assistant to support our Director of Operations in keeping daily operations running smoothly. In this junior-to-mid-level role, you will manage task tracking and system updates, maintain key data, and coordinate across teams. You will help keep our HubSpot CRM up-to-date (contacts, pipelines, workflows), log client interactions and meeting notes, and ensure that internal information is accurate and organized. The ideal candidate is highly organized, proactive about spotting process gaps, and able to work independently. Excellent communication skills and a collaborative attitude (with account managers, recruiters, and executives) are important, even though this role has no direct reports and is focused on supporting others.

Responsibilities

• Assist the Director of Operations with daily administrative and operational tasks (task tracking, data entry, scheduling, etc.).
• Maintain daily data hygiene in the HubSpot CRM: update contacts, pipelines, and workflows to ensure accuracy.
• Log client interactions and meeting notes into HubSpot to keep all records current for follow-up and reporting.
• Track key metrics and projects: maintain and update KPIs, team responsibilities, and project statuses; help prepare summary reports or dashboards.
• Coordinate calendars and follow-ups: schedule meetings and reminders, and handle minor recruiting administrative tasks (e.g. interview scheduling).
• Proactively identify process gaps or communication breakdowns and work with the team to improve workflows.
• Collaborate cross-functionally with account managers, recruiters, and executives to support company-wide initiatives and keep information flowing.

Requirements

• Education/Experience: Bachelor’s degree in Business, Operations, or a related field (preferred) or equivalent experience. 1–2 years of experience in an administrative, operations, or project-support role.
• CRM & Technical Skills: Proficiency with HubSpot or similar CRM platforms and strong data management skills. Tech-savvy and comfortable learning new software tools (project management, reporting, etc.).
• Detail & Organization: Exceptional attention to detail, strong organizational ability, and excellent time-management skills.
• Communication: Excellent written and verbal communication skills, with the ability to share information clearly across teams.
• Independent & Proactive: Self-motivated and able to work independently with accountability. You can manage multiple priorities, follow through on tasks, and meet deadlines without close supervision.
• Software: Proficient in Microsoft Office (especially Excel) and Google Workspace. Comfortable handling data entry and generating basic reports.

Nice-to-Haves

• Experience supporting recruiting or HR processes (e.g. scheduling interviews, using an ATS).
• Familiarity with project management tools or methodologies (such as Asana, Trello, Agile/Scrum).
• Basic data analysis or reporting skills (advanced Excel, Google Sheets, or BI dashboard experience).
• Knowledge of process improvement methodologies (Lean, Six Sigma) or related certifications (e.g. CAPM, CBPA).
• Prior experience in a fast-paced or startup environment.
• Additional language skills or other qualifications that support cross-team communication and efficiency.