Business Operations Coordinator

We are looking for an experienced, highly organized Business Operations Coordinator to keep the firm running well and to own the operating processes behind our executive team, our partner program and our business development data. This is not a traditional administrative assistant role. You will support the Managing Partner and other leaders, but you will also own areas of the business end to end.

We want someone who notices what needs attention, closes the loop without being reminded, improves recurring processes and puts spare capacity to productive use.

• Manage calendars for the Managing Partner and other members of leadership, anticipate conflicts and propose solutions.
• Arrange travel, expenses submission and in-person logistics for the Managing Partner and other leaders.
• Coordinate internal, client, prospect and software-partner meetings across multiple calendars, including client calendars when authorized.
• Schedule interviews for candidates advancing through our ATS and make the candidate experience responsive and professional.
• Set up Zoom and Teams meetings, prep sessions and materials. Book in-office days and meeting space through Regus or similar providers.
• Run regular check-ins with leadership, maintain action lists and follow up with owners so commitments do not disappear after a meeting.

• Maintain the operating record for each software partner agreement: deal registrations, referral submissions, commission and referral revenue tracking, certification requirements and renewal dates.
• Maintain relationship maps of partner sales and alliance contacts, including the accounts and territories each covers.
• Flag to leadership when representatives from different partners are working the same target account.
• Coordinate partner-facing logistics: portal access, co-marketing assets, joint meeting scheduling and follow-up.

• Own Salesforce data quality: keep account and contact records current, find and fix stale or inconsistent data, and drive the right person to supply missing information.
• Enrich accounts and contacts from conversations, public sources and partner intelligence so that account history and context live in one place.
• Perform account and contact research and build target lists in support of the SDR and leadership.
• Set up and maintain outreach lists and sequences in Mailshake for the SDR and produce simple outreach activity reporting.
• Maintain the firm's purchased and subscribed data sources and recommend additions or corrections.
• Build productive working relationships with executive assistants at clients, prospects and partners.

• Own administrative onboarding for new employees and associates: first-month schedule with the manager, introductions, accounts, licenses, access and basic firm information.
• Be the first point of contact for new people during their initial weeks.
• Administer licenses and user access across Google Workspace, Zoom, Lucid, Salesforce, our ATS, Mailshake and other SaaS tools; identify unused licenses; coordinate AWS and Amazon Business account administration with the responsible engineer.
• Maintain the firm's access and credential inventory in the approved password manager, enforce MFA on administrative accounts, and remove access within one business day of a departure or role change.
• Manage Zoom cloud recordings and verify storage and delete redundant copies.
• Maintain naming conventions, folder structures and short written procedures so records can be found by anyone.

• Publish Linked In posts from content supplied by leadership and marketing, and keep the company page consistent and professional.
• Make routine Word Press updates to the website and coordinate larger changes with outside resources.
• Coordinate external marketing, graphics, content and legal providers: hand off assignments clearly, track open work and route completed deliverables to the right person.

• Build and format client-ready PowerPoint presentations from content supplied by leadership and subject-matter experts.
• Build and maintain Excel trackers, lists and basic analyses using formulas, filters, lookups and pivot tables.
• Prepare agendas for key internal meetings; attend selected meetings, capture decisions and actions, and file them in the right system.

• Continuously…