Executive Operations Manager

Job Type: Full-time, Salary Exempt

Location: This is a remote working opportunity ideally seeking individuals in the San Francisco Bay Area, Oregon or Montana. Will consider candidates residing in Nevada, Texas or beyond for the right fit.

Compensation: $85,000 to $110,000 annually

Benefits: Flexible fully remote working environment, Medical, 401k, Paid Time Off, Paid Holidays

To Apply: Email a resume + references + cover letter detailing why you feel you would be a good fit to work with JAM in this particular role to: [email protected]. Note that no applicants will be reviewed or accepted via LinkedIn, or Facebook inbox.

About Us

Based in San Francisco, California, JAM Collective focuses on strategic planning, effective social media networking and influential product placement to initiate brand visibility and further connect its clients with consumers. Over the past 20 years, JAM Collective has evolved into a versatile and accomplished public relations and media agency with an impressive roster of nationally and internationally recognized clients, all the while maintaining a deep level of client involvement. Current clients include: Arc’teryx, LifeStraw, OtterBox, Snow Peak and Vasque Footwear. www.jamcollective.net

About the Role

Reporting to the CEO, the Executive Operations Manager is the keystone of JAM’s leadership operations, playing a pivotal role in enabling the CEO to work at peak efficiency while ensuring the fluid operation of our boutique PR firm. This position is designed for a proactive, tech-savvy, and meticulously organized individual who thrives in a dynamic environment, where anticipating needs and fine-tuning operational details is paramount. As the cornerstone between the CEO, the team, and clients, your goal is to ensure best-in-class executive support, smooth and effective communication, task execution, and project management.

What You’ll Do

Executive Management

• Provide best in class administrative support to the CEO across all endeavors, including calendar management, scheduling meetings and conference calls, making travel arrangements, managing events and networking logistics, and expense reporting. Ensure the CEO is provided adequate time and space within and between meetings for non-scheduled work time.
• Manage the CEO’s email inbox to ensure timely responses to important communications; organize the inboxes for easy reference and keep it as “clean” as possible (e.g. ridding of spam); forward and/or answer any inquiries about scheduling or other priorities.
• Proactively develop briefing documents in advance of CEO partner and stakeholder interactions. Attend meetings as requested, take notes, and ensure action items and next steps are effectively managed and delegated.
• Expertly manage correspondence and acknowledgements including written notes, invitation management, follow up on status of tasks, and continuous updates and communication via phone, email and in person.
• Ensure the CEO’s technology is up-to-date, streamlined and in working order
• Ensure office supplies and other administrative or facility needs of the CEO and organization are taken care of in a timely manner.
• Make travel arrangements, hotel reservations, and coordinate ground transportation. Track travel delays and/or issues, trouble shoot, and proactively problem solve.
• Perform miscellaneous errands as needed.

Operational Leadership

• Steer daily operations to guarantee a smooth and efficient workflow, nurturing an environment of excellence.
• Collaborate with the JAM PR team, external consultants, and clients to ensure alignment with project targets and on-time deliveries.
• Collaborate with the JAM PR team to produce reports and new business proposals.
• Oversee and manage software renewals and optimal use of essential PR and operations tools and technology. 
• Regularly assess and refine operational processes, tools, and systems to boost productivity and service.
• Collaborate with the PR team and external consultants on client events and showrooms including overseeing invites, fixturing, and menu preparations for events.
• Collaborate with the CEO to guide firm financial operations, including coordination with external accountants and CPA’s on budget planning, resource allocation, and billing processes.
• Uphold client satisfaction by consistently delivering high-quality services and promptly addressing operational challenges.
• Manage vendor partnerships and negotiations to secure top-tier services at competitive prices.
• Work with Human Resources and team members on team recruitment, training, and retention strategies to make sure our team has the necessary resources and expertise to excel.
• Oversee various projects such as Christmas gifts coordination, Statements of Work and Proposals management, website updates or edits, and others as assigned.

Your Education and Experience

• Bachelor’s degree preferred with at least 3 years experience as Executive Assistant or manager serving a C-level executive
• Related experience in a Public Relations or marketing firm a plus
• Advanced skills in the Microsoft Office and Google Suite. Experience with time tracking software, website content management systems, and Customer Relationship Management software (CRM) software a plus
• Able to travel out of state overnight, work evenings and weekends for special events

Your Core Competencies

Organizational Excellence: Ability to manage diverse tasks, from administrative to strategic, and prioritize them effectively to meet deadlines and expectations.

Communication Mastery: Possesses strong verbal and written communication skills, ensuring clarity, timeliness, and effectiveness in interactions across all levels within and outside the organization.

Proactivity & Anticipation: Ability to foresee potential challenges or needs and act upon them before they become critical issues, especially concerning the CEO’s requirements.

Tech-Savviness: Proficiency in using a range of software, tools, and technologies, particularly those related to PR and executive support, and ability to adapt to new technologies swiftly.

Problem Solving & Decision Making: Demonstrates sound judgment in resolving challenges and making decisions that align with the organization’s goals.

Relationship Building & Stakeholder Management: Ability to cultivate and maintain positive relationships with internal teams, clients, vendors, and other stakeholders.

Strategic Thinking: Ability to collaborate on long-term operational strategies, see the bigger picture, and align day-to-day tasks with the company’s overarching goals.

Financial Acumen: Understands budgeting, billing, and resource allocation, ensuring that the organization remains fiscally responsible and efficient.

Confidentiality & Discretion: Demonstrates impeccable discretion and integrity in handling sensitive information and navigating delicate situations.

Flexibility & Adaptability: Ability to thrive in a fast-paced, dynamic environment, adjusting to evolving priorities and requirements with agility.

Client-Centric Mindset: Always places client satisfaction at the forefront, ensuring consistent delivery of high-quality services and addressing challenges promptly.

Team Collaboration: Can work seamlessly within teams, fostering a positive and productive work environment while coordinating with multiple stakeholders.

Continuous Learning: Stays updated with industry best practices, PR tools, and operational management strategies, showing a commitment to personal and professional growth.

To Apply

Email a resume + references + cover letter detailing why you feel you would be a good fit to work with JAM in this particular role to: [email protected]. Note that no applicants will be reviewed or accepted via LinkedIn, or Facebook inbox.

Compensation

$85,000 to $110,000 annually commensurate with experience. JAM offers a competitive benefits package including 401k, monthly medical benefit stipend up to $300 for qualifying employees paid holidays, and paid time off.

JAM is an equal opportunity employer. The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

JAM Collective