Operations Assistant - Part Time

Operations Assistant - Part Time Rocky River, OH Job Details Part-time | Contract From $20 an hour 1 day ago Benefits Flexible schedule Qualifications Project team coordination Meeting minutes Record keeping Microsoft Excel Mid-level Databases Administrative experience Schedule management Clio Order placement CRM system proficiency Productivity software 1 year Communication skills Progress tracking (project management tasks) Full Job Description Operations Assistant (Contract / Hourly - Per Program)

Company:

The GRA Group Location:

Cleveland, OH (Hybrid)

Position Type:

Contract / Hourly (Project-Based)

Travel:

Travel May be

Required Reports To:

Owner / Senior Management About The GRA Group The GRA Group is a boutique incentive travel company specializing in corporate reward programs and leadership meetings across Mexico, the Caribbean, Europe, and the United States. Our programs range from 75-800 attendees and require precision, organization, and elevated execution. We are seeking a highly organized Operations Assistant to support the internal coordination and production of our incentive travel programs. Position Overview The Operations Assistant is a contract, hourly role engaged per program. This position supports internal planning, production coordination, timeline tracking, and operational systems. This individual will work as part of a dedicated account team alongside two other team members, collaborating closely to ensure each program is executed accurately and on schedule. This is a structured support role. All financial approvals, client strategy, and vendor commitments remain under the oversight of the Owner and senior leadership. This role is ideal for someone detailed-oriented, deadline-driven, and comfortable keeping multiple moving parts on schedule within a team environment. Key Responsibilities Timeline & Accountability Create and maintain master program timelines Track internal deliverables and monitor deadlines Follow up with team members, tech partners, and graphic designers to ensure projects remain on schedule Track action items from meetings and monitor next steps Identify potential delays and communicate proactively Meeting & Documentation Support Draft client meeting agendas for review and approval Attend meetings as requested Record and upload accurate meeting notes into the company management system (Clio) Maintain updated action-item trackers Systems & Database Management Maintain and upload accurate contact records in our management system (Clio), including: Clients DMC partners Hotel contacts Vendors Organize digital production files Participate in the development and refinement of the company Operations Manual Production & Materials Coordination Coordinate timely ordering of: Staff apparel Trip wallets Gifts and branded items Printed materials Desk signage and event signage Work closely with the Event Support Specialist and Graphic Designer to ensure signage names, titles, branding, and quantities are accurate Confirm artwork files are finalized and approved prior to printing Track vendor deadlines, confirmations, and delivery timelines Maintain organized packing lists and shipment logs Activity & Assignment Tracking Coordinate and maintain guest assignment trackers for: Activity day selections Golf pairings and foursomes Catamaran/boat assignments Excursion group placements Work closely with the Key Account Manager to confirm final guest selections Ensure assignments are accurately reflected in signage, printed materials, trip wallets, and on-site check-in sheets Qualifications 1-3 years experience in administrative, operations, or event support roles Highly organized and detail-driven Strong follow-up and deadline management skills Comfortable coordinating multiple contributors and vendors Strong written communication skills Proficiency in Microsoft Office (especially Excel) Experience with CRM or management systems preferred If you are interested in this position, please submit your resume. Following a small questionnaire, you will get a formal invitation for a group interview on March 31st.

Job Types:

Part-time, Contract Pay:

From $20.00 per hour Expected hours: 10 - 15 per week

Benefits:

Flexible schedule

Work Location:

Hybrid remote in Rocky River, OH 44116