Associate, Operations

Poston Communications is seeking a full-time Operations Associate to partner with our Director of Operations & Human Resources and support our growing national team.

This is a hands-on role for a highly organized, responsive professional who can independently manage recurring operational priorities, evaluate competing needs, implement practical solutions and keep day-to-day operations moving. The ideal candidate is resourceful, discreet and comfortable exercising sound judgment in a remote professional services environment.

The Operations Associate will own and coordinate key aspects of company operations; meetings, events, scheduling and logistics; human resources; employee onboarding and offboarding; basic IT coordination; payroll and benefits coordination; and vendor, invoice and expense administration. Working within established company objectives and delegated authority, the Operations Associate will evaluate options, make recommendations, implement approved improvements and independently resolve routine operational matters. Success will require strong prioritization, reliable follow-through and the judgment to determine which matters require escalation.

Poston Communications is a fully remote public relations, content and crisis management agency with team members located across the United States. As a growing agency, we are looking for someone who brings strong coordination and administrative experience, an operational mindset, enthusiasm for growth and change, and the ability to keep sight of the big picture while managing the details that make it possible.

Key Responsibilities

Operations Support

Partner with the Director of Operations & Human Resources to independently manage recurring operational priorities and day-to-day company operations.
Own and maintain organized digital files, shared operational documents, task lists, calendars and recurring tracking systems; establish standards that promote accuracy, accessibility and accountability.
Assist with email inbox organization, follow-up tracking and the routing of routine internal and external inquiries.
Coordinate information, processes, procedures and logistics among team members, leadership, vendors and other external partners.
Manage internal and external scheduling, evaluate competing priorities and resolve calendar conflicts using sound judgment and knowledge of agency priorities.
Develop and distribute agendas, supporting materials, notes and follow-up items for meetings and events, and determine the follow-up necessary to keep commitments on track.
Evaluate recurring processes and systems, identify inefficiencies or gaps, recommend solutions and implement improvements within delegated authority.
Independently manage staff and client gifts, recognition items and other recurring operational projects within approved parameters.

Meetings, Events, Scheduling and Logistics

Lead logistical planning for agency-wide retreats, shared workspace gatherings, leadership meetings and other organizational events.
Evaluate and coordinate venues, travel, catering, supplies and vendors; compare options, make recommendations and commit company resources within approved budgets and delegated authority.
Establish and manage event timelines, reservations, attendance information, costs and follow-up items, independently resolving issues so deadlines and commitments remain on track.

Human Resources Support

Own employee onboarding workflows by preparing materials, coordinating first-day logistics, resolving issues and confirming completion of required documentation.
Own employee offboarding workflows, including required documentation, records updates, access changes and coordination with internal and external partners.
Maintain accurate personnel records and files in accordance with company recordkeeping standards and confidentiality requirements.
Administer PTO, timesheet, policy-acknowledgement and other recurring employee processes; identify discrepancies and determine appropriate follow-up.
Manage the performance review calendar, organize related materials and independently drive required follow-up with employees and leadership.
Coordinate recruiting activities as needed, including interview planning, candidate communications, evaluation of scheduling and process needs, and the organization of hiring materials.
Administer current employee handbook materials, policies and other internal resources; respond to routine process questions and identify matters requiring management or legal guidance.
Administer payroll and benefits coordination by gathering and evaluating information, tracking deadlines, investigating discrepancies, resolving routine issues and escalating significant matters to the appropriate internal leader or external provider.
Handle confidential and sensitive employee information with discretion and professionalism.

Technology Support

Manage basic IT requests by assessing priority, determining the appropriate resolution path, coordinating with vendors and following through to resolution.
Manage the setup, modification and removal of system and account access for new hires, current employees and departing employees in accordance with company requirements.
Maintain company equipment and software-access records, evaluate recurring technology needs and recommend improvements or vendor action.

Finance and Vendor Support

Monitor expenses, reimbursements, purchasing and credit-card documentation; investigate discrepancies, determine appropriate follow-up and provide information to support budget decisions.
Review vendor invoices for accuracy, investigate discrepancies, maintain supporting records and determine the follow-up or approval path required.
Manage routine vendor administration by maintaining contract records, evaluating service and renewal needs, coordinating communications and invoices, and recommending changes to leadership.

What We’re Looking For

Required

Three or more years of progressively responsible experience in operations coordination, administrative support, project coordination, human resources or office management.
Strong organizational skills, excellent attention to detail and the ability to manage multiple priorities and deadlines.
Proficiency with Microsoft Office applications and comfort learning project management, file-sharing, payroll, benefits and other business platforms.
Excellent written and verbal communication skills, including the ability to communicate professionally with employees, candidates, vendors and leadership.
Demonstrated ability to evaluate alternatives, make sound decisions and recommendations, resolve operational issues and maintain reliable follow-through with limited oversight in a remote, distributed environment.
Consistent availability during standard business hours, with the specific schedule established in coordination with the Director of Operations & Human Resources.
Discretion and professionalism when handling confidential employee, financial and company information.
Resourcefulness, flexibility and willingness to take on new operational and administrative responsibilities as the agency grows.
Demonstrated emotional intelligence and a commitment to delivering white-glove service to internal and external stakeholders alike.

Nice to Have

Experience working in a public relations agency, law firm or other professional services organization.
Experience working within a growing organization and an understanding of the role strong operations play in supporting growth and success.
Experience supporting employee onboarding, payroll, benefits administration, recruiting or personnel recordkeeping.
Experience coordinating vendors, events, travel, expense documentation or basic IT support requests.
Familiarity with Monday.com or a similar project management platform.

Results Matter Here

At Poston Communications, we believe in dependable execution and measurable results. Candidates should be prepared to share examples of operational or administrative work that improved accuracy, responsiveness or organization, including:

Administrative systems, files or recurring processes organized and maintained.
Employee onboarding, meetings, events or projects coordinated successfully.
Deadlines, renewals, expenses or action items tracked accurately.
Workflow improvements that reduced delays, errors or follow-up needs.
Confidential or time-sensitive matters handled with sound judgment and discretion.

Compensation

This is a full-time, salaried, exempt position. Availability during standard business hours is required, with the specific schedule established in coordination with the Director of Operations & Human Resources.

Annual salary ranges vary by geographic market, experience and qualifications:

Major markets – including New York, Washington, DC, San Francisco, Los Angeles and Boston: $62,400 – $72,800 annually.
Large markets – major metropolitan areas with high compensation levels that generally fall below the major-market tier, including Chicago, Atlanta, Dallas, Houston, Denver and Seattle: $56,200 – $66,600 annually.
Mid-size markets – metropolitan areas with moderate regional compensation levels, including Minneapolis, Nashville, Phoenix, Tampa, Charlotte and Kansas City: $52,000 – $60,300 annually.
Other U.S. locations – locations outside the listed markets, with compensation determined using the closest comparable labor market and local salary data: $47,800 – $56,200 annually.

Final compensation will depend on experience, qualifications, location and agency needs and will meet any applicable state or local salary threshold for exempt employment.

Benefits

This role offers a fully remote work arrangement, scheduling flexibility and the opportunity to contribute to a collaborative national agency. Benefits eligibility will be determined in accordance with company policy, applicable plan terms and applicable law.

How to Apply

To be considered for this position, please submit your resume and a brief cover letter to: operations@postoncommunications.com.