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Operations Manager

2 months ago

Danville, United States LTD Global Full time
Job DescriptionJob DescriptionReports to the CEO/President/COO
Position: Full-time

JOB SUMMARY
Manage operational systems, client and team communications, and critical day-to-day functions of the business. Provide high-level support and ensure top-level service is delivered to the Chief Operating Officer (COO) in achieving business objectives. Oversee complex and confidential administrative duties for the COO and CEO. Exercise discretion and independent judgment in matters of importance and ensure that the general operations of the COO are functioning to maximum capacity.

Executive Support
  • Provide administrative support including schedule management, meeting coordination, travel planning and coordination, report production, and status updates as required.
  • Plan, coordinate, and ensure that the COO’s and CEO’s schedules are followed and respected.
  • Work closely with the COO to keep her well informed of upcoming commitments and
  • responsibilities.
  • Research, prioritize, and follow up on incoming issues and concerns addressed to the COO.
  • Determine appropriate course of action, referral, or response.
  • Manage correspondence, calls, and meeting requests. Work to resolve issues at the earliest level before elevating to the CEO’s and COO’s attention.
  • Manage the CEO’s and COO's databases and contact lists.
  • Develop and maintain “fact sheets” regarding business associates, event background, and media contacts.
  • Prioritize and proactively handle conflicting needs and matters.
  • Fiduciary responsibility - Manage some financial commitments on behalf of the COO and the company, ensure that financial decisions are cost effective and in the best interest of the company. Authorization should be coordinated in advance.
  • Manage, order, and restock business and office supplies.
  • Run errands as needed.
Operational Support
  • Assist and eventually own the intake/matchmaking process between coach and client.
  • Serve as the key communicator and engagement lead to coaches, keeping them informed of important client updates, events, and processes.
  • Serve as Project Manager/Engagement lead for incoming new clients. 
  • Responsible for Meeting Agenda Building, presenting operational updates during team meetings, and attending key client meetings as needed.
  • Main point of contact for procurement and renewal conversations.
  • Manage recurring operational processes. This may include client and team updates, client database management, tracking of deliverables, and SOW submission and tracking.
  • Ensure that the operational systems are running smoothly. Streamline and design new systems to ascertain continued efficiency.
  • Support the COO in the management of the contracting process, including SOW creation and submissions.
  • Review and submit team business/client related expenses.
  • Ensure timely execution of annual independent contractor agreements and POI.
Personal Assistance
  • Serve as a backfill to support the Personal Assistant, and the needs of the CEO.
  • Assist with the coordination of company and personal events, such as the holiday party, team gatherings, and other events.
  • Ensure that the intricate details of meetings, conferences, and special events are carried through to completion.
  • Provide ongoing technology support to the CEO (in collaboration with his PA and tech lead) – Test technology platforms, create informational guides, and keep the CEO up to date on various technology needs.
  • Assist with sporting event coordination, which includes ticketing draft, managing guest arrangements, and communication with members and sporting personnel.
  • Make reservations and assist with personal scheduling as needed.
  • Assist CEO with personal household tasks to include coordination with various vendors and contractors to complete household projects, car service, household shopping and stocking, packing for trips, troubleshooting technical issues within the home and office and arranging for repairs, as needed.
  • If needed – Support PA in helping manage aspects of CEO’s health and wellness planning. Tasks may include personal training schedule and preferences, schedule for all health and wellness appointments, and coordination of meal prep.
Project Management/Leadership
  • Execute ad-hoc tasks and special requests as required by the COO from time to time.
  • May provide supervision of special requests by the COO to ensure project success and timely completion.
  • Design and create various materials such as white papers, marketing materials, or client coaching surveys, as needed.
  • Complete updates to the website, as needed.
Client Relationship Management
  • Establish regular communication channels with clients to coordinate tasks and priorities.
  • Build and expand business relationships through networking and collaborative activities.
  • Manage and enhance client relationships by maintaining and exceeding customer service expectations.
  • Conduct marketing research.
  • Address client issues and communicate resolutions to appropriate department or team.
  • Maintain discretion and confidentiality in relationships with all Client and Executive Team members.
Skills Required
  • At least 4 years of experience in an Operational setting and/or in an Executive Assistant (C-Suite) role.
  • Associate degree from an accredited institution or equivalent work experience.
  • Strong (Intermediate+) proficiency in Microsoft Office Suite.
  • Working knowledge of Zoom and Teams platforms.
  • A high level of care and attention to detail.
  • Excellent time and self-management skills.
  • Exceptional client management skills.
  • Excellent interpersonal, written, and verbal communication skills.
  • Strong presentation and meeting facilitation skills.
  • Ability to adapt to new situations and shift focus and skillsets to excel both in a business and a personal home environment.
  • Empathetic, inquisitive, and possessing a genuine desire to serve the business, coaches, and help clients achieve success.
  • Experience building and maintaining trusted business relationships.
Skills Preferred
  • Working knowledge of Adobe InDesign or other program for the design of materials.
  • Working knowledge of Wix, Web design platform.
  • Demonstrated knowledge of marketing research.
  • Effective sales techniques.

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