Operations Assistant

Pay: From $20.00 per hourJob 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 ManagementAbout The GRA GroupThe 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 OverviewThe 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 ResponsibilitiesTimeline & Accountability·               Create and maintain master program timelinesTrack internal deliverables and monitor deadlinesFollow up with team members, tech partners, and graphic designers to ensure projects remain on scheduleTrack action items from meetings and monitor next stepsIdentify potential delays and communicate proactivelyMeeting & Documentation Support·               Draft client meeting agendas for review and approvalAttend meetings as requestedRecord and upload accurate meeting notes into the company management system (Clio)Maintain updated action-item trackersSystems & Database Management·               Maintain and upload accurate contact records in our management system (Clio), including:ClientsDMC partnersHotel contactsVendorsOrganize digital production filesParticipate in the development and refinement of the company Operations ManualProduction & Materials Coordination·               Coordinate timely ordering of:Staff apparelTrip walletsGifts and branded itemsPrinted materialsDesk signage and event signageWork closely with the Event Support Specialist and Graphic Designer to ensure signage names, titles, branding, and quantities are accurateConfirm artwork files are finalized and approved prior to printingTrack vendor deadlines, confirmations, and delivery timelinesMaintain organized packing lists and shipment logsActivity & Assignment Tracking·               Coordinate and maintain guest assignment trackers for:Activity day selectionsGolf pairings and foursomesCatamaran/boat assignmentsExcursion group placementsWork closely with the Key Account Manager to confirm final guest selectionsEnsure assignments are accurately reflected in signage, printed materials, trip wallets, and on-site check-in sheetsQualifications·               1–3 years experience in administrative, operations, or event support rolesHighly organized and detail-drivenStrong follow-up and deadline management skillsComfortable coordinating multiple contributors and vendorsStrong written communication skillsProficiency in Microsoft Office (especially Excel)Experience with CRM or management systems preferredIf 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 April 8th.Job Types: Part-time, ContractBenefits:·               Flexible scheduleWork Location: Hybrid remote in Rocky River, OH 44116