Operations Assistant at CW Associates, CPAs – HONOLULU, Hawaii

The Operations Assistant provides essential administrative, operational, and executive support to ensure the firm’s daily operations run smoothly, efficiently, and professionally. This role supports senior leadership—particularly the Director of People Operations—while also owning core office operations, facilities coordination, financial administrative tasks, and front-office workflows. This position requires a high level of organization, strong communication skills, and the ability to handle multiple priorities in a fast-paced professional services environment.

While not stationed at the reception desk, this role retains responsibility for reception-related functions, mail handling, and banking activities that support the firm’s operational continuity.

This position is a Temporary position with the potential for Permanent. Opportunity to convert to permanent based on performance and the needs of the Firm.

*Covering a leave of absence - estimated three (3) months

Key Responsibilities:

Executive & Leadership Support

• Provides high-level administrative support to the Director of People Operations, including managing calendars, managing projects and, scheduling meetings
• Acts as a primary point of contact between the employees and the Director of People Operations.
• Inbox triage and email management
• Calendar management and meeting coordination
• Scheduling internal and external meetings
• Preparing documents and forms for review and signature
• Creating and managing tasks in Microsoft Planner
• Acting as an operational gatekeeper
• Drafting routine communications
• Tracking deadlines and follow-ups

Company Affairs Management

• Collaborates with Partners and employees to gather information, prepare reports, and streamline communication channels.
• Assists in the Coordination and execution of company events, conferences, and meetings, handling logistics, invitations, and follow-up activities.

Office Operations & Facilities

• Maintain office and breakroom supplies
• Monitor inventory and place orders
• Coordinate office maintenance and facilities requests
• Communicate with vendors and building management
• Track issues through resolution

Front Office & Reception Support

• Coordinate visitor logistics and meeting room setup
• Ensure front office readiness and professionalism
• Respond to or redirect general inquiries
• Escalate reception coverage issues as needed

Mail & Banking

• Manage incoming and outgoing mail
• Coordinate courier and special deliveries
• Conduct bank runs
• Prepare and process deposits accurately and timely
• Maintain deposit documentation
• Coordinate with Accounting/Finance

Document, Forms, & Records Management

• Prepare, complete, and route forms
• File final documents in SharePoint
• Maintain naming conventions and filing standards
• Return executed documents to senders
• Maintains confidential information and documents with the utmost discretion.
• Organizes and manage documentation, ensuring easy retrieval and accessibility for relevant parties

Finance & Administrative Coordination

• Process invoices and administrative payments
• Route invoices to appropriate contacts
• Maintain receipts and documentation
• Flag unusual or sensitive expenses

Systems, Tools, & Process Support

• Use Microsoft Outlook, Planner, Teams, SharePoint, OneNote
• Maintain checklists and trackers
• Identify inefficiencies and recommend improvements
• Support SOP implementation

Communication

• Acts as a liaison between different departments, fostering cross-functional collaboration to ensure the timely completion of tasks.
• Assists in the planning and execution of various projects, ensuring deadlines are met and resources are effectively utilized.
• Ensures that the Director of People Operations is well informed on the progress and completion of tasks assigned.

Human Resources

• Serve as the first point of contact for employee relations inquiries, escalating complex matters as needed.
• Support performance management processes, including mid-year and annual reviews.
• Maintain and update HR policies and compliance documentation, ensuring adherence to employment laws and firm policies.
• Lead culture and engagement initiatives, such as employee events, DEI efforts, and firm-wide morale-building activities.
• Coordinate training and development programs, ensuring employees have access to professional growth opportunities.

Role Scope & Growth Path

This role is designed to grow over time and may expand to include increased operational ownership, broader executive support, project coordination, and process improvement leadership.

Key Competencies & Skills:

• Proficient in computer applications used by the Firm.
• Ability to understand financial records.
• Excellent interpersonal skills.
• Ability to complete work within a specified time frame.
• Strong organization and prioritization
• Excellent written and verbal communication
• High discretion and professionalism
• Independent judgment and decision-making
• Tech-savvy and adaptable
• Detail-oriented with strong follow-through

Working Style Expectations

• Proactive and ownership-driven
• Confident, but knows when to escalate
• Comfortable with ambiguity
• Solutions-oriented and adaptable

Reporting Relationship

• Reports to: Director of People Operations
• Works closely with: Partners, People Operations, Accounting/Finance, administrative staff, and vendors

Experience:

• Minimum of two (2) years of relevant work experience required.
• Have or are pursuing a 2-Year Degree in Business Administration or Human Resources, preferred.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.