Executive Operations Manager

Executive Operations Coordinator

This position is for candidates based in Phoenix, AZ. (This role requires up to 10% travel annually, including occasional trips for team meetings, training, or client-related activities).

Sonatafy Technology, headquartered in Scottsdale, Arizona, is an award-winning nearshore software development company with a strong reputation. They have a dedicated in-house team of engineers that offers end-to-end software solutions and supports client development staff augmentation. Catering to companies of all sizes and industries, including some of the world's largest brands, Sonatafy Technology is a trusted provider of nearshore enterprise-level cloud and mobile application software development services.

This role sits at the center of it all. The Role This is a hands-on execution and operations role. You will help the CEO and leadership team run priorities efficiently through structure, process, communication, and follow-through. You will keep projects on track, keep meetings productive, keep our systems (Click Up and Hub Spot) clean and up to date, and ensure commitments are documented, visible, and completed.

This is primarily an execution and coordination role, not a strategic decision-making role. You will not be making decisions on behalf of the CEO. Your job is to make sure the right things get done, on time, with clear ownership. You will report directly to the CEO and work alongside a leadership team that includes a CTO, VP of Marketing, VP of Operations and Account Management, Director of Technical Strategy and Growth, Principal Data and AI Architect, and several fractional and outsourced partners.

Internal Operations Focus with Limited Client Interaction

This role is primarily focused on internal execution, operations, project coordination, and executive support. Approximately 80% to 90% of your time will be spent coordinating internal initiatives, managing operating cadence, supporting leadership meetings, maintaining systems, tracking accountability, and helping keep projects moving across the organization.

Occasionally, you will support client, prospect, partner, and executive interactions by helping prepare briefing materials, coordinating meetings, assisting with proposal efforts, documenting follow-up actions, and ensuring commitments are tracked through completion.

The ideal candidate is comfortable interacting professionally with senior business and technology leaders, but this is not an account management, sales, customer success, or client services role. The primary focus is operational execution and organizational effectiveness.

What You Will Do

Operating Cadence and Accountability Systems

Run the weekly, biweekly, monthly, and quarterly meeting rhythm.

Maintain dashboards, trackers, and reporting in Click Up and Hub Spot so that priorities, deadlines, owners, and status are always visible.

When something is slipping, you see it first and flag it.

Project Coordination

Keep high-priority projects moving from kickoff through completion.

Examples include proposal coordination, marketing campaign rollouts, operational process rollouts, website and digital property launches, and research or partnership projects.

You track the steps, follow up with owners, and keep the timeline honest.

Meeting Facilitation and Follow-Up

Prepare agendas, take notes, and document decisions, next steps, owners, and deadlines for leadership meetings and cross-functional syncs.

You make sure every meeting ends with a clear record and that the follow-ups actually happen.

Systems Administration

Build and maintain Click-Up spaces, folders, lists, custom fields, dashboards, and automations. Pull reports from Hub Spot, track deal stages, and connect activity to outcomes.

Experience with n8n or similar workflow automation tools is a plus, since we use automation to reduce manual coordination across systems.

Executive Support

Manage the CEO's scheduling and calendar coordination, prepare briefing materials and meeting prep, and keep recurring follow-ups organized.

You help protect the CEO's time so it goes to client relationships, strategic direction, and growth.

Partner and Vendor Coordination

Coordinate day-to-day execution with fractional and outsourced partners.

Make sure deliverables, timelines, and accountability are clearly defined, and that communication loops stay closed so the CEO does not have to manage every operational interaction.

What Success Looks Like After 12 Months

The leadership meeting rhythm runs predictably without the CEO having to drive it.

Projects move forward with clear ownership and fewer dropped handoffs.

Click-Up and Hub Spot are clean, current, and trusted across the team.

Meetings consistently end with documented decisions and owners.

The CEO spends far less time on coordination, scheduling, and follow-up.

What We Are Looking For

Exceptional Organizer and Executor

You are great at keeping many moving pieces on track.

You build a tracker on Monday and report its status by Friday.

Nothing falls through…