Administrative Operations Manager

MOOD Position Overview 

At MOOD, we harness the transformative power of collaboration and accessibility to reshape the digital landscape. Inspired by the challenges businesses face in the digital realm, it is our mission to make cutting-edge solutions universally accessible, fostering exponential growth and innovation for small businesses to large-scale corporations. Whether building a client’s dream custom app, optimizing the CRM for a global company, or developing a website for a new local business, MOOD crafts digital solutions that are advanced in approach yet empathetic in development, ensuring that every client we work with knows we care about their success as much as they do. 

Our team may be small, but we are mighty. While we are fully immersed in the digital space, you’ll find amongst us a poet and painter, a classical composer, an actor and musician, a jack-of-all trades, a cinephile, and a Brit. We share a love of helping others realize their goals because we all have our own varied passions, so if this sounds like a team of people you’d like to learn from and lean on, read on: 

We are seeking a detail-oriented and highly organized Administrative Operations Manager to oversee company-wide administrative functions while providing strategic support to our CEO and Team Leads. This role will be crucial in optimizing organizational efficiency, implementing administrative systems, and ensuring smooth operational processes for the entire team. 

Key Responsibilities 

Operational Leadership 

• Manage and optimize company-wide systems, including software subscriptions, licenses, and vendor relationships 
• Develop and maintain organizational documentation and standard operating procedures 
• Demonstrate ability to quickly learn and master new software systems and tools 
• Possess strong technical aptitude and enthusiasm for learning new technologies 

Executive & Team Support 

• Provide high-level support to the CEO and team leads, including calendar management and meeting coordination 
• Handle confidential information and communications with utmost discretion 
• Prepare and edit executive communications, presentations, and documents 
• Facilitate effective meeting management, including agenda setting, note-taking, and action item tracking 
• Handle ad-hoc projects and research as needed 
• Manage issue escalation processes and inform necessary team members of their status 

Administrative Systems Management 

• Oversee digital filing systems and document management protocols 
• Manage vendor relationships, contracts, and service agreements 
• Process and track departmental expenses and basic accounting tasks 
• Implement and maintain efficient administrative tools and resources 

Qualifications 

Required Skills & Experience 

• Administrative management experience, including but not limited to experience supporting executive teams 
• Proven track record of implementing and improving operational processes 
• Strong project management and organizational skills 
• Advanced proficiency in Microsoft Office Suite and Google Workspace 
• Experience in calendar management and scheduling for multiple stakeholders 
• Excellent written and verbal communication skills 

Preferred Qualifications 

• Knowledge of business process improvement methodologies 
• Background in team coordination and project management 
• Experience with budgeting and financial tracking 
• Familiarity with modern workplace tools and automation 
• Self-motivated learner who embraces new challenges and technologies 
• Resilient problem-solver who remains positive when navigating new systems and processes 
• Chicago-based 

Preferred System Familiarity 

Microsoft Office Suite | Microsoft Dynamics 365 | Microsoft Admin | Azure DevOps Dynamics Sales CRM | Google Suite | Canva | Stripe | Figma | GoDaddy | LinkedIn Sprout Social | DNS Provider Management | Squarespace | Social Media Platforms Google My Business | Google Analytics | iOS & Android | Mac & PC  

Personal Qualities 

• Strategic, proactive thinker with strong problem-solving abilities 
• Exceptional leadership and interpersonal skills 
• Ability to manage multiple priorities and drive initiatives independently 
• High level of professionalism and discretion 
• Unwavering attention to detail 
• Adaptable and proactive approach to changing organizational needs 

What We Offer 

• Full-time, salaried position 
• Opportunity to shape and influence organizational operations 
• Professional development and growth opportunities 
• Collaborative and dynamic work environment 
• Hybrid Environment, WFH and In-Person  

How to Apply 

Please submit your resume, cover letter, and professional references to Taylor Dalton (taylor@moodcontent.us). 

Note: This job description is intended to describe the general nature and level of work being performed by the person in this position. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required of the position.