Operations Assistant

TransPerfect Is More Than Just a Job… Our greatest asset is our people, and nothing is more important to us than ensuring that everyone knows that. Each of our 100+ offices has its own individual identity, and each also has its own unique rewards.

Who We Are:

TransPerfect is the world's largest provider of language services and technology solutions for global business. From offices in over 100 cities on six continents, TransPerfect offers a full range of services in 170+ languages to clients worldwide. More than 5,000 global organizations employ TransPerfect's GlobalLink® technology to simplify management of multilingual content. With an unparalleled commitment to quality and client service, TransPerfect is fully ISO 9001 and ISO 17100 certified. TransPerfect has global headquarters in New York, with regional headquarters in London and Hong Kong. For more information, please visit our website at www.transperfect.com.

What You Will Be Doing:

This is an exciting opportunity for a motivated and detail-oriented professional to join our Operations team at our New York Headquarters. The Operations Assistant will support workplace operations, employee experience, executive administrative support, business travel coordination, event planning, and daily front desk operations in a fast-paced corporate environment.

As the face and voice of our office, you will help create a welcoming, professional, and highly organized environment for employees, clients, vendors, and visitors. This role offers exposure to a broad range of operational, administrative, and project-based responsibilities while working closely with leadership and cross-functional teams across the organization.

Key Responsibilities:

Reception and Client Services:

• Answer and transfer a high volume of incoming calls with a warm, professional demeanor.
• Create a welcoming environment for visitors, vendors, and clients.
• Maintain the front desk, conference rooms, and pantry areas in a clean, organized, and professional manner.
• Prepare refreshments and coordinate catering orders for meetings and events.
• Serve as a primary point of contact for visitors and office-related inquiries.

Mail and Package Handling:

• Receive, sort, and distribute incoming mail, checks, and packages.
• Coordinate outgoing shipments via FedEx, UPS, courier services, and other vendors.

Travel and Logistics Coordination:

• Coordinate domestic and international travel arrangements for employees and leadership, including flights, hotels, ground transportation, and itineraries.
• Assist with travel-related logistics, schedule changes, and last-minute travel needs.
• Coordinate participation in conferences, off-site meetings, and company events.
• Support travel expense documentation and ensure compliance with company travel policies.

Executive and Administrative Support:

• Provide logistical and administrative support to leadership.
• Maintain accurate calendars, schedules, and meeting coordination.
• Coordinate meetings, conference room bookings, agendas, materials, and documentation.
• Track key initiatives, action items, project timelines, and follow-ups.
• Prepare, update, and format presentations, reports, spreadsheets, and business documents.
• Manage confidential information, correspondence, and documents with a high degree of discretion and professionalism.
• Assist with expense reporting and reimbursement submissions through Concur.
• Draft correspondence, letters, outlines, and other written communications as needed.
• Attend meetings when requested, take notes, document action items, and track follow-up activities.

Operations Support and Project Coordination:

• Monitor and manage office support tickets, including supply requests, maintenance requests, and workplace-related inquiries.
• Coordinate with vendors, building management, and internal departments to support daily office operations.
• Maintain and update reports, trackers, spreadsheets, and operational documentation.
• Assist with project planning, execution, tracking, and process improvement initiatives.
• Support office inventory management and supply ordering.
• Assist with workplace initiatives and employee experience programs.

Event Planning:

• Plan or assist in planning departmental meetings, employee events, and company-sponsored events.
• Coordinate event logistics, vendor communications, catering, and attendee support.
• Attend events when requested and appropriate.

Additional Responsibilities:

• Support philanthropic activities and community initiatives as directed.
• Assist with special projects and administrative tasks as assigned.
• Provide additional support to leadership and the Operations team as needed.
• Complete all other duties deemed appropriate for this role and assigned by management.

Who We Are Looking For:

Your experience includes:

Education

• Bachelor's degree in business administration, Operations Management, or related field preferred.
• Recent graduates are encouraged to apply!

Experience

• 0–2 years of office, customer service, receptionist, administrative support, or workplace operations experience.
• Experience handling a high volume of phone calls, coordinating travel arrangements, managing mail, or supporting office operations is preferred.

Skills

• Excellent written and verbal English communication skills.
• Strong organizational and time-management skills with the ability to multitask effectively.
• Attention to detail and accuracy in administrative tasks and reporting.
• Friendly, professional attitude and outstanding customer service skills.
• Dependable, proactive, and highly organized.
• Problem-solving skills with a solution-oriented mindset.
• Ability to work independently and collaboratively within a team environment.
• Eagerness to learn and take on new responsibilities.
• Basic proficiency with Microsoft Office Suite (Word, Outlook, Excel, PowerPoint).

Where Your Career Is Going:

At TransPerfect, there are a lot of growth opportunities. All departments offer career growth and development that can combine your skills, interest and experience. We encourage our employees to have a continuous dialogue with management about growth opportunities throughout your tenure with the company.

End your job search and find your career at TransPerfect #careersNOTjobs.

Why TransPerfect:

For more than 25 years, we have honed a culture where all kinds of ideas are shared and new ventures are not only welcomed, but also encouraged. In this fast-paced environment, employees are intellectually stimulated so they can grow alongside the organization. From Intern to President, we believe that every single employee should have a voice and contribute to the amazing services we offer our clients.

We also offer a comprehensive benefits package including medical, dental, and vision insurance, 401k matching, membership to child-care providers, and other TransPerks. You even get your birthday off because let's face it, we're stoked that you were born.

TransPerfect provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law

For more information on the TransPerfect Family of Companies, please visit our website at www.transperfect.com.