Operations Manager & Executive Support

About the Company

Our organization is committed to fostering growth—for both our firm and every client. Guided by principles of gratitude, clarity, and accountability, we provide comprehensive solutions to support business setup, scaling, daily operations, and international expansion. Our expertise covers incorporation & structuring, tax and advisory services, payroll & HR management, operations oversight, fundraising assistance, venture capital fund administration, and M&A transaction advisory.

Role Overview

As Operations Manager & Executive Support, you will enhance the CEO’s capacity to lead effectively by acting as a trusted operational partner. You will maintain essential systems to ensure smooth functioning at scale and guarantee timely and disciplined execution of key tasks.

Primary Responsibilities

• Establish and standardize workflows, office protocols, and digital tools to promote consistency and scalability.
• Manage project pipelines within software platforms, monitor communications, update statuses, and alert the CEO on impending deadlines or issues.
• Oversee day-to-day administration to ensure operational excellence.
• Handle CEO communications across email, phone, and messaging channels; draft and edit official documents like letters and proposals; and monitor responses.
• Manage the CEO’s advance calendar planning, travel logistics, visa processing, and compliance with country-specific entry requirements.
• Serve as the CEO’s primary liaison both internally and externally, addressing ad hoc client inquiries through research or triage.
• Discreetly manage the CEO’s personal schedule, appointments, applications, and bill payments.
• Prepare Board meeting materials, including documentation and presentations; facilitate Board and advisor workflows; and ensure completion of post-meeting follow-ups.

Shared Responsibilities

• Collaborate with the Founder as a leadership partner to drive operational management across finance, administration, marketing, IT, and HR.
• Lead implementation of company strategy daily, championing initiatives like system enhancements, process improvements, market growth, and M&A activities.
• Develop and maintain productive relationships across leadership to coordinate priorities, track action items, and ready materials for meetings, board updates, and CEO briefings.
• Work with the Talent Advisor to manage recruitment, staff development, and performance evaluation.
• Balance workload among administrative staff, promote internal communications, documentation standards, and nurture a culture aligned with company values.

Coordination and Oversight

• Plan company events and coordinate with vendors and suppliers across different regions.
• Organize key meetings, delegate follow-up tasks, and ensure project owners execute assignments efficiently.
• Assign projects on behalf of the CEO, align messaging internally and externally with core company values, and manage cross-departmental, client, and leadership collaboration.

Additional Information

Location: Virtual, based at Airport Executive Plaza, FL
Reporting to: CEO
Compensation: Dependent on Experience