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Executive Operations Manager

1 month ago

Danville, California, United States LTD Global, LLC 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.

Key Responsibilities
  • 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.
  • 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.
  • 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.
  • Manage, order, and restock business and office supplies.
  • Run errands as needed.
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.
Requirements
  • 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.