Operations Executive AssistantCrescent Cleaning Company • Chicago, IL, United States
Operations Executive Assistant
Crescent Cleaning Company • Chicago, IL, United States
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job_description.job_card.job_descriptionProvide direct administrative support to the EVP, including scheduling meetings, preparing agendas, and organizing communication summaries. Follow up on EVP-assigned tasks—whether flagged via email or discussed during site visits—capturing details, setting deadlines, and confirming completion. Support field operations staff with organization and documentation, acting as a reliable point of contact for clarification and resources. Prepare and distribute meeting packets, minutes, and post-meeting action trackers for leadership, field supervisors, and project managers. Coordinate and track training events, ensuring materials are prepared, attendance is logged, and training logs are accurately maintained. Assist with quote preparation : gather operational data, format proposals, maintain records of pending, approved, and archived quotes. Organize and prepare for internal field meetings, startup planning sessions, and leadership reviews, ensuring all supporting data is ready in advance. Coordinate with the Safety Manager to schedule safety inspections, training sessions, refreshers, and follow-ups. Maintain the master safety calendar : circulate invites, reminders, TEAMS links, and required prereads. Track completion of safety sign-offs, corrective actions, and inspection findings, escalating overdue items as necessary. Maintain CIMS documentation and the Crescent Owners Manual, ensuring all updates meet ISSA standards and are properly version-controlled. Prepare compliance summaries and inspection reports for internal audits or external assessments. Maintain and update job site records, SOPs, safety logs, inspection reports, labor trackers, and productivity data. Compile and analyze field team reports, onboarding documentation, and performance metrics for leadership review. Maintain equipment logs and warranty records : record serial numbers, service history, warranty expirations, and repairs. Assist with union-related documentation—tracking grievances, clarifying duties under CBAs, maintaining disciplinary forms, and supporting timekeeping audits (ePay, OrangeQC). Develop and maintain multilingual task cards for janitorial carts and other operational tools to standardize procedures and improve training efficiency. Coordinate equipment deliveries, uniform orders, safety supplies, and onboarding kits to ensure new accounts and projects are fully supported. Support site startup logistics : build and monitor project timelines, track critical milestones, and maintain communication between vendors, field managers, HR, Recruiting, and Sales. Schedule and confirm field visits, inspections, and quality assurance reviews, updating calendars and sending reminders. Maintain job assignment control sheets, rebalance / reduce assignments as needed for absenteeism or reallocation of resources. Provide logistical support for rebalancing projects, workload planning, and special assignments to ensure optimal staffing and productivity. Serve as the primary liaison between the EVP’s office and field supervisors / project managers, ensuring consistent messaging and follow-through. Draft and format internal announcements, memos, meeting summaries, and bilingual communications (English / Spanish) for distribution to staff. Handle confidential matters (e.g., HR issues, disciplinary actions, or client-sensitive information) with discretion and professionalism. Track and report on follow-ups from meetings, site visits, and inspections, providing leadership with weekly progress summaries. 2+ years of administrative experience, ideally in operations, facilities, janitorial, or field service industries. Expert-level proficiency in Microsoft Excel (pivot tables, VLOOKUP, formulas, and basic data analysis). Excellent Microsoft Word skills for formatting professional reports and operational documents. Familiarity with or willingness to learn platforms such as OrangeQC, ePay, and vendor portals. Exceptional written and verbal communication skills, with the ability to simplify complex operational data. Highly organized, deadline-driven, and detail-oriented, with the ability to manage multiple priorities. Comfortable working under pressure while maintaining accuracy and professionalism. Bilingual English / Spanish strongly preferred for communicating with a diverse workforce. Experience in a unionized environment or knowledge of Collective Bargaining Agreements. Familiarity with ISSA cleaning industry standards, CIMS compliance, and OSHA safety requirements. Schedule : Monday–Friday, standard in-office hours, with occasional after-hours follow-ups for urgent field needs. Location : Office-based with occasional coordination of field site visits for inspections, rebalancing, or start-up support. Culture : Fast-paced, collaborative, and high-accountability—expect a blend of structured administrative work and dynamic operational problem-solving.
We’re looking for a proactive, detail-obsessed Administrative Assistant to support the Executive Vice President (EVP) of Commercial Cleaning Operations and deliver seamless administrative and logistical support to Crescent’s operations and field teams. In this pivotal role, you will :
- Keep Crescent’s operations engine running by managing information flow,
- tracking deliverables, and driving accountability.
- Serve as the connective tissue between the EVP, field staff, Safety Manager, HR, Recruiting, Sales, and vendors.
- Ensure equipment, supplies, training, and compliance documentation are accurate, up to date, and accessible.
- Provide organizational support to the field, ensuring communication is clear, tasks are tracked, and service standards remain high.
Key Responsibilities Executive & Field Team Support
Safety & Compliance Coordination
Document & Data Management
Operations Coordination
Communication & Internal Support
Requirements
Preferred Qualifications
Work Environment
Ready to apply? Don’t forget to attach your resume—we’d love to learn more about your experience!
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