Operations Administrator

The Operations Administrator, provides comprehensive administrative and operational support across the organization. This role serves as the central point of coordination for office operations, correspondence, records management, and governance support.  

The Operations Administrator handles a significant volume of confidential member, donor, financial, and personnel information and is expected to exercise sound judgment, discretion, and a high degree of accuracy in all work. Success in this position requires strong organizational ability, professional written communication, and the capacity to manage competing priorities in support of the Executive Director and the broader staff. 

Essential Functions of the Job:

• Monitor and respond to the organization’s email accounts and phone lines. 
• Respond directly to routine inquiries and route all other correspondence to the appropriate staff member, ensuring inquiries are addressed within established response times. 
• Serve as the first point of contact for members and the public, answering incoming calls professionally and directing callers to the appropriate staff member or department. 
• Provide courteous, accurate customer service by phone and email on registry matters, including registrations, transfers of ownership, name changes, membership questions, and status of pending submissions. 
• Attend meetings and prepare accurate, complete minutes for review and approval. 
• Assemble, format, and distribute Board packets, coordinating the collection of materials from staff and leadership in advance of meeting deadlines and posting materials to platforms. 
• Open, sort, and process all incoming mail, routing items to the appropriate staff member and handling time-sensitive materials promptly. 
• Coordinate outgoing mail, including special handling and shipping logistics for time-sensitive materials. 
• Maintain a professional and impartial demeanor with all callers, including in difficult conversations, and escalate unresolved or sensitive matters to the appropriate staff member or the Executive Director. 
• Manage general office operations including inventory of supplies, maintaining office equipment, and vendor coordination. 
• Support the administrative needs of staff, including copying, scanning, preparing meeting materials, and document formatting. 
• Implement and maintain the organization’s record retention policy, ensuring that both digital and physical files are accurately organized, stored, and archived. 
• Oversee document filing systems, both physical and electronic, ensuring timely filing and easy retrieval. 

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Demonstrated experience drafting professional correspondence on behalf of senior leadership.
• Experience taking and preparing minutes for formal meetings.
• Experience maintaining records in a database or customer relationship management system; experience with donor databases preferred.
• Excellent organizational and time management skills, with the ability to manage competing priorities and meet recurring deadlines.
• Strong communication skills, both verbal and written, with a professional and polished writing style.
• Detail-oriented with a demonstrated commitment to accuracy.
• Ability to exercise sound judgment and maintain strict confidentiality.
• Ability to work both independently and as part of a team.
• Prior experience in administrative, executive support, or office management roles preferred.
• Knowledge of nonprofit or equine-related organizations is a plus. 

Additional Requirements:

• Must be able to lift up to 25 pounds for filing, shipping, or office supply management. 
• Must be able to sit or stand for extended periods of time. 
• Travel required for offsite horse shows, meetings and events. 
• Ability to work evenings or weekends as needed, including for Horse Shows, Conventions, Donor Events, Committee, Council, and Board meetings. 

This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Employment with the American Saddlebred Horse & Breeders Association is at-will and may be terminated by either the employee or the Association at any time, with or without cause or notice. 

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