Director of Operations and Executive Assistant Vice President

Job Overview

We are in search of a strategic and innovative leader to assume the role of Vice President/Director of Operations & Executive Assistant. This pivotal position will encompass the management of office operations, human resources, financial processes, and the cultivation of an exemplary company culture. Collaborating closely with the leadership team, you will be instrumental in driving operational efficiency and enhancing the employee experience, all while providing critical executive support to the CEO. This is an excellent opportunity to leave a significant footprint on a company poised for growth!

Key Responsibilities

• Act as the primary liaison with the coworking space provider, managing office leases and contracts.
• Oversee the operations budget, software utilization, and implement cost management strategies.
• Monitor key performance indicators including attendance, work hours, and sustainability metrics.
• Spearhead sustainability efforts and conduct annual assessments.
• Ensure compliance with cybersecurity training protocols.
• Facilitate weekly team meetings by preparing agendas and guiding discussions.
• Manage leasing of office equipment, IT assets, and perform software audits.
• Maintain relationships with vendors and oversee contract negotiations.
• Direct yearly insurance renewals and ensure adherence to regulatory requirements.
• Onboard new staff and ensure a seamless employee journey utilizing the PEO platform.
• Administer payroll, bonuses, and contractor payments with a focus on accuracy.
• Conduct performance evaluations and prepare HR reports for management review.
• Draft and distribute offer letters to prospective candidates.
• Update employee handbooks and HR policies to ensure compliance.
• Educate managers and leadership on HR best practices and compliance matters.
• Address employee relations issues discreetly and professionally.
• Oversee the offboarding process, including conducting exit interviews.
• Manage benefits administration and facilitate the annual open enrollment period.
• Oversee financial records and expenses using QuickBooks.
• Supervise client invoicing as well as accounts payable and receivable processes.
• Review and edit financial documentation such as Statements of Work (SOWs).
• Collaborate with the company's CPA on tax compliance and year-end reporting.
• Assist in managing annual 1099 filings.
• Organize and coordinate company-wide events including team-building activities and community service initiatives.
• Support employee recognition initiatives and manage award submissions.
• Administer quarterly employee engagement surveys to solicit feedback and identify areas for improvement.
• Provide comprehensive administrative support to the CEO, including preparing presentations and editing correspondence.
• Assist with light calendar management and scheduling.
• Coordinate travel arrangements and manage personal tasks as required.
  
  

Required Skills

• Proficiency in QuickBooks, TriNet, and HRIS/PEO platforms.
• Strong knowledge of employment laws and HR best practices.
• Exceptional organizational, analytical, and communication capabilities.
• Proven ability to handle confidential and sensitive information responsibly.
• Experience in leading sustainability initiatives is advantageous.
• An entrepreneurial mindset with the capacity to manage multiple tasks in a fast-paced setting.
• Excellent verbal, interpersonal, and written communication skills.
• Experience in financial management, bookkeeping, or in a startup/agency environment is highly regarded.
  
  

Qualifications

• Bachelor's degree in business administration, human resources, or a related discipline.
• A minimum of 7 years of experience in operations, HR, or administrative leadership roles.
• SHRM-CP certification is preferred but not mandatory.
  
  

Career Growth Opportunities

This role provides an excellent pathway for professional advancement, with the chance to elevate your career while contributing meaningfully to the company's success.

Company Culture And Values

We are committed to fostering a supportive, rewarding, and collaborative work environment where innovation and employee engagement are paramount. We believe in open communication, team-building activities, and recognizing the contributions of our employees.

Compensation And Benefits

• Competitive salary based on experience.
• Comprehensive benefits package including health and wellness programs.
• Opportunities for professional development.
• Employee recognition initiatives to celebrate achievements.
  
  

Employment Type: Full-Time