Business Operations Coordinator (Hybrid)

The Business Operations Coordinator will provide comprehensive support to the Senior Vice President, Account Production and business unit leaders within the department to serve as a key liaison for cross-functional efficiency. The position will assist with project management, facilitate meeting follow-ups, execute key initiatives, and support the planning and coordination of department meetings to ensure smooth operations and successful execution of departmental goals.

• Maintain and organize short-term commitments across leadership groups such as meeting deliverables, scheduling follow up meetings, and similar duties.
• Provide support as needed for virtual and in-person department meetings including but not limited to scheduling, meeting minutes, meeting logistics, and content deliverables.
• Manage post-meeting deliverables and resource distribution.
• Assist department leaders with managing department plans, tracking goals, and implementing new projects or systems.
• Create, centralize, and update key reports, KPI dashboards, and scoreboards to report departmental and divisional goals, outcomes, etc. to executive leadership.
• Manage and organize internal resources to streamline and automate onboarding new associates:
• IT (standard equipment & non-standard accessories)
• Human Resources
• Hiring Manager
• Marketing
• Partner with Learning and Development (L&D) and business unit leaders to implement departmental onboarding and continued education training plans and initiatives for the Account Production Group.
• Monitor attendance and support managers to follow up on incomplete curriculum.
• Contribute to short-term events and department projects as lead as needed.
• Support stakeholder related to training collateral, design projects, sponsorship information, and other department goals.
• Lead or assist cross-departmental projects to align Sales and Account Production team in connective projects such as pricing and resource libraries, inspiration playbook collaboration, and similar endeavors.
• Conduct and evaluate internal surveys within the Account Production group to identify areas of improvement in interdepartmental communication, end-to-end processes, standard operation procedures (SOPs), etc.
• Manage assets within Microsoft Teams channels including quarterly clean up.
• Manage job cost reports to support performance analysis for year-over-year comparisons and portfolio data.
• Conduct invoice audits on key events as determined by Director, Account Services and manage invoice submission tracker.
• Provide coverage for Account Production team during leave.
• Offer overflow support to ASR, PM, and Sponsorship team members as needed for day-to-day logistical planning and execution of event needs.

• Minimum 1 year of recent administrative experience in a high-volume business environment; basic trade show operations experience preferred.
• Proven track record of success in leading operational excellence initiatives in a senior leadership role.
• Strong analytical and problem-solving abilities with a data-driven approach to decision-making.
• Strong leadership, customer service, and team collaboration skills.
• Proficient and able to train in the following: Microsoft Office, InDesign, and proprietary online systems.
• Excellent verbal and written communication skills.
• Ability to multi-task and prioritize multiple projects simultaneously while meeting deadlines in a fast-paced environment.
• Flexible availability during nights and weekends as required to accommodate event scheduling.
• Bachelor’s Degree in a related field preferred; relevant experience may be substituted for formal education.

• Demonstrate Core Values of Caring, Commitment, Integrity, Spirit, Responsiveness, Inclusivity, and Teamwork.
• Ability to perform as a responsible ESOP owner by making daily decisions to benefit the client and the company.
• Treat all internal and external customers with courtesy and respect, as outlined in our Blue Diamond Customer Service Program.

Please note that the roles and responsibilities outlined in this job description are not exhaustive and may be subject to change. Additional tasks may be assigned as needed to meet the evolving needs of the company.

Shepard is an Equal Opportunity Employer. We do not discriminate on the basis of race, religion, age, color, sex, gender identity, sexual orientation, non-disqualifying physical or mental disability, veteran status, or other non-merit factor. All employment decisions are made based on business needs, job requirements, individual qualifications, and merit.