Executive Operations Manager

The Executive Operations Manager is a senior operator embedded in the Office of the COO, serving as a force multiplier across administration, execution, and strategic follow-through. This person runs the operating cadence around the COO, owns follow-up across executive meetings, and stands up new roles inside the company with a clear-eyed view of return on investment.

This is a high-trust, high-leverage role for someone who thinks like an executive, executes like an operator, and treats follow-up as a discipline. The Executive Operations Manager will be present in many of the COO's meetings, selected meetings with the CEO, and senior staff sessions across the business. Their job is to make sure nothing falls through the cracks and that decisions made in the room actually ship.

Essential Duties:

Executive Operations and Administration

• Run the COO's operating rhythm: weekly priorities, calendar discipline, etc.

• Manage the inbound flow of asks, requests, and commitments directed at the COO; triage, route, and resolve where appropriate.

• Draft and edit memos, briefings, and internal communications on behalf of the COO.

• Maintain confidentiality and discretion across sensitive personnel, financial, and strategic matters.

Meeting Attendance and Follow-Through

• Attend the COO's standing meetings, selected CEO meetings, and senior staff meetings as a representative of the Office of the COO.

• Capture decisions, action items, owners, and due dates during every meeting attended.

• Publish a structured recap within 24 hours of each meeting and circulate to participants.

• Own follow-up to completion. Chase owners, escalate stalls, and guarantee that commitments made in the room are delivered on time.

• Maintain a running register of open commitments across the leadership team and report status weekly.

Role Creation and Return on Investment

• Partner with the COO and department leaders to identify capacity gaps and design new roles to close them.

• Author job descriptions, scorecards, and ramp plans for each new role.

• Build the business case for every proposed hire: fully loaded cost, expected output, payback period, and measurable ROI.

• Track each new role against its ROI thesis at 90, 180, and 365 days post-hire and report results to the COO and CEO.

• Recommend role consolidation, restructuring, or elimination where the data warrants it.

Strategic Projects and Cross-Functional Coordination

• Lead or coordinate special projects for the COO that cut across departments.

• Serve as a connective layer between Sales, Operations, Finance, and Business Development on initiatives the COO is sponsoring.

• Translate executive intent into project plans with clear milestones, owners, and success metrics.

• Surface risks, blockers, and dependencies early; bring solutions, not just problems.

Education and Experience:

• Bachelor's degree or equivalent professional experience.

• Five or more years of progressive experience in operations, consulting, finance, business development, or chief of staff roles.

• Demonstrated track record of running follow-up and execution for a senior executive or leadership team.

• Strong written and verbal communication; able to draft executive-level memos and brief succinctly.

• Comfort building financial business cases, including ROI models, payback analysis, and cost-of-hire justifications.

• Exceptional organization, prioritization, and attention to detail under pressure.

• High EQ and political awareness; able to navigate senior relationships across the company.

• Discretion with confidential information.

Preferred Qualifications

• MBA or equivalent graduate-level training.

• Prior experience in capital equipment leasing, financial services, or B2B operations.

• Background designing organizational structures or running workforce planning.

• Fluency with Microsoft 365, Notion, Salesforce, and modern productivity tooling.

• Experience standing up new functions or scaling a leadership team during a growth phase.