Operations Manager & Executive Support

Location: Virtual / Direct to Client?
Reporting to: CEO?
Hours: 20-30 per week?
Rate: DOE?
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?Oversee all key functional areas of the Company, including finance, administration, facilities, marketing, IT, and human resources.??
?Lead the daily execution of company strategy, operations, and administrative processes across departments.??
?Design and implement business strategies, internal systems, and operational best practices to drive efficiency and growth.??
?Serve as a close partner and co-leader to the Founder, complementing their skills and providing operational leadership.??
?Act as a change agent, championing initiatives such as system development, process discipline, market expansion, or M&A execution.??
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?Operational Systems & Processes??
?Standardize and maintain office procedures, workflows, and electronic systems to ensure consistency and scalability.??
?Manage project pipelines using software, ensuring project communications are tracked and statuses updated; notify CEO of upcoming deadlines or delays.??
?Oversee general administrative functions and ensure smooth day-to-day operations.??
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?Assist the CEO in the timely management of communications, including written, telephone, email, and voicemail.??
?Compose and edit letters, emails, proposals, and documents; ensure follow-up on pending replies.??
?Act as the primary liaison on matters pertaining to the CEO, both internally and externally.??
?Anticipate CEO needs in advance of meetings and travel; maintain accurate countryspecific entry requirements and handle visa applications.??
?Provide sophisticated, forward-planning calendar and scheduling support; troubleshoot conflicts and manage WhatsApp group coordination.??
?Liaise with clients on behalf of the CEO; research or triage ad hoc client requests.??
?Track multiple projects and associated communications; keep all information organized and current.??
?Own and manage personal scheduling, communications, and administrative tasks for the CEO, including oversight of personal appointments, application submissions, and tracking of personal bills and payments — all with discretion, timeliness, and professionalism.??
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?Own and lead Board meeting preparation, documentation, and presentations where applicable.??
?Manage Board and advisor workstreams, ensuring appropriate coordination and recordkeeping.??
?Prepare high-level agendas, briefing materials, management reports, and ensure followthrough on post-meeting action items.??
?Provide project support, reviewing and summarizing reports, presentations, and materials for executive-level presentation.??
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Strategic Leadership & Execution??
?Lead the daily execution of company strategy, operations, and administrative processes across departments.??
?Serve as a close partner and co-leader to the Founder, complementing their skills and providing operational leadership.??
?Act as a change agent, championing initiatives such as system development, process discipline, market expansion, or M&A execution.??
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Operational Oversight??
?Build and maintain relationships across the leadership team to ensure the coordination of priority workstreams and ongoing management of actions and status reports.??
?Prepare documentation and reports required in advance of meetings, board updates, or international travel.??
?Prepare documentation and reports for CEO briefings and reviews.??
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People, Talent & Culture??
?Manage talent acquisition, development, retention, and performance to ensure a highperforming team (in collaboration with Talent Advisor).??
?Balance workload and resource allocation across the administrative team to optimize service delivery.??
?Lead internal communications, drive documentation standards, and support a valuesaligned culture.??
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Special Projects & Events??
?Organize and coordinate company events and liaise with vendors, airlines, or service suppliers across jurisdictions.??
?Coordinate and support key meetings; review reports, assign follow-ups, and ensure execution across project owners.??
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Cross-Functional Collaboration??
?Manage internal and external communications to align messaging and promote Company values.??
?Assign and delegate projects to appropriate team members on behalf of the CEO.??
?Support the executive team in line with company goals, ensuring operational execution across all functions.??
?Manage internal and external coordination between departments, clients, and leadership.??
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Culture & Accountability??
?Promote leadership accountability by enabling visibility, clarity, and follow-through on all high-priority matters.??
?Plan and orchestrate??
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Role Fundamentals??
?Amplify the reach, impact, and effectiveness of the CEO.??
?Maintain and refine internal systems and processes to support executive operations at scale.??
?Ensure projects and priorities are executed with discipline and follow-through.??
?Serve as a force multiplier by ensuring the right things get done at the right time.