Training Operations Assistant

Vinfen•Allston, MA

2d•$19 - $19•Onsite

About The Position

The Training Operations Assistant provides administrative, facilities, and communications support to ensure the smooth, efficient operation of the Learning & Development (L&D) function. This role supports training delivery by managing front desk coverage, room setup and supply coordination, vendor and purchasing logistics, and internal communications related to training activities. The Training Operations Assistant also supports the Training Operations & Compliance team by triaging inbox requests, assisting with enrollment and scheduling tasks, and distributing learner communications such as reminders, announcements, surveys, and updates.

Requirements

Strong verbal and written communication skills
Ability to maintain professionalism in a fast-paced, public-facing environment
Strong organization, task management, and follow-through skills
Proficiency in Microsoft Office or Google Workspace (Docs, Sheets, Gmail, etc.)
Ability to draft internal communications and manage shared inboxes
Ability to support facilities, vendors, or logistics functions
1+ year of administrative, office support, customer service, or operations experience
A high school diploma or equivalent is required.
Ability to lift at least 25 pounds using proper lifting techniques.
Ability to operate a computer and other office equipment such as a calculator, copier, and printer.
Ability to remain in a stationary position 50% of the time as needed.
Ability to bend, reach, file, sit, stand and move around the facility.
Ability to speak, hear and communicate with clients, staff and external representatives.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Nice To Haves

Bachelor's degree in training, business administration, business management, or related field preferred.
In some cases, experience may be substituted for academic training.

Responsibilities

Provides on-site front desk coverage during training hours, greeting staff, answering questions, and directing participants to appropriate rooms or resources.
Coordinates room setup, technology needs, printed materials, supplies, and refreshment logistics for scheduled training sessions.
Monitors classroom spaces, equipment, and inventories to ensure readiness and proper functioning.
Maintains a professional and welcoming training center environment for employees, vendors, and visitors.
Orders and tracks supplies, training materials, printed resources, and facility needs in alignment with departmental budget guidelines.
Coordinates vendor relationships for materials, room services, printing, catering, equipment, etc.
Assists with invoice routing, purchase requests, and supply reconciliations.
Maintains inventory records and proactively identifies resupply needs.
Drafts and distributes learner communications including class reminders, attendance instructions, follow-up messages, surveys, and newsletter content.
Manages designated L&D inboxes, routing inquiries to the appropriate team members and responding to routine requests.
Assists with development and formatting of internal communications, announcements, and updates.
Assists Enrollment & Certification Coordinators with scheduling tasks, roster updates, and data entry during high-volume periods.
Helps process attendance sheets, class sign-ins, and course completion documentation.
Provides backup administrative support for LMS account assistance, basic troubleshooting, and distribution of instructions.
Participates in department meetings and assists with special projects as assigned.
Supports cross-pod initiatives and administrative workflows during peak demand or staff absences.
Performs other job-related duties as assigned.