Job Openings Operations Manager to the CEO

About the job Operations Manager to the CEO

Operations Manager / Chief of Staff to the CEO

Role Overview

We're seeking an exceptional Operations Manager/Chief of Staff to serve as a strategic partner to the CEO while driving operational excellence across our media agency. This role combines high-level strategic thinking with hands-on execution, acting as both a force multiplier for the CEO and a key operator in scaling our business from 30 to 100 clients, then 1,000.

Core Values

Success in this role requires deep alignment with our core values:

  1. Proactive Curiosity
  2. Transparent Communication
  3. Beyond Excellence
  4. Extreme Accountability

Responsibilities

Executive Partnership & Support

  • Serve as the CEO's strategic thought partner
  • Manage and optimize CEO's calendar, prioritizing tasks and addressing conflicts
  • Proactively plan calendar 3 months in advance
  • Prepare CEO for meetings with agendas, background information, and materials
  • Act as primary gatekeeper to protect CEO's time while maintaining accessibility
  • Monitor and manage email communication
  • Represent CEO in meetings and take detailed notes
  • Handle both business and personal matters with discretion
  • Available for occasional after-hours support as needed

Strategic Leadership

  • Partner with CEO on strategic initiatives and business growth
  • Lead cross-functional projects that drive business expansion
  • Provide data-driven insights and recommendations
  • Identify and implement solutions to scale the business
  • Support CEO's transition from operator to leader
  • Help maintain net revenue and profit margins

Operational Management

  • Oversee day-to-day operations of the agency
  • Develop and implement scalable systems and processes
  • Create and maintain dashboards for key metrics
  • Manage content production workflow including:
    • YouTube video production (100-125+ a month)
    • Script development and quality control (100-125+ a month)
    • Thumbnail creation (300+ a month)
    • Newsletter and email systems
  • Track and optimize production metrics
  • Manage systems for podcast guest acquisition and logistics

Project & Team Management

  • Lead and develop the operations team
  • Coordinate between content creation pods
  • Manage contractor relationships
  • Run leadership team meetings
  • Ensure follow-through on key decisions
  • Help scale team from 25 to 50 members (15-20 creatives & 7 management
  • Maintain accountability across all projects
  • Foster strong stakeholder relationships

Communication & Documentation

  • Draft and edit high-level correspondence
  • Ensure clear, professional communication across all channels
  • Create and maintain standard operating procedures
  • Document processes and best practices
  • Provide regular updates on key initiatives
  • Represent the company professionally with all stakeholders

Required Qualifications

Experience

  • 3+ years of progressive business operations experience
  • Previous experience in chief of staff or senior operations role
  • Track record of scaling systems and processes
  • Experience with remote team management
  • Background in digital media or content production preferred

Skills & Competencies

  • Exceptional strategic thinking and analytical capabilities
  • Outstanding project management abilities
  • Superior written and verbal communication
  • Advanced proficiency in:
    • Project management software
    • Content management systems
    • Data analysis and reporting
    • Calendar and email management
    • Business intelligence tools

Personal Qualities

  • High level of discretion with confidential information
  • Exceptional problem-solving abilities
  • Strong attention to detail
  • High emotional intelligence
  • Proactive mindset
  • Ability to anticipate needs
  • Comfort with ambiguity
  • Results-driven approach

Key Performance Indicators

  • CEO time optimization and effectiveness
  • Client & MRR growth 
  • Maintained profit margins 
  • Team productivity metrics
  • Project completion rates
  • Content production efficiency
  • Client success metrics
  • Operational efficiency improvements

Working Details

  • Location: REMOTE
  • Salary Range: Competitive, commensurate with experience
  • Benefits:
    • Performance bonuses
    • Professional development
    • Flexible work arrangements

Application Requirements

To apply:

If you're interested, please submit the following:

  • A link to your resume in PDF format with the following naming convention: [Lastname.Firstname.OperationsManager.pdf]
  • Details of operations, systems, etc. you built & scaled. Make sure to send a portfolio of your best work. 
  • Send a link to your completed personality quiz: https://crys.io/s/glGvRz
  • Your answer to this question: if you were an animal, what animal would you be and why?
  • Your answer to this question: What does this quote mean to you personally? "Work is love made visible" - Khalil Gibran
  • Responses to 1-2 of these questions:
    • How do you approach operations and systems building?
    • What's your experience with content/media operations?
    • How do you manage competing priorities?
    • What's your approach to strategic planning and execution?

Submissions should go to: marketing@aimpactmedia.com

I will be looking for people who can format their submission in a way that makes it easy for us to review. Remember, in client management you want to help make it as easy on the client as possible! Im happy to answer any questions you may include in your application.

Thank you for your consideration and best of luck on your job search!

P.S. If you don't send your portfolio it will make it harder to consider you.


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