Operations Manager & Executive Assistant

Urban Dynamics, a growing professional services business, is looking to add to its staff!

Urban Dynamics is a dynamic and growing company, dedicated to providing high-quality software solutions to our enterprise clients. We are currently seeking a versatile and highly organized Operations Manager & Executive Assistant to join our team and help streamline our internal processes.

JOB DESCRIPTION:

As an Operations Manager & Executive Assistant, you will play a critical role in supporting our company's daily operations, financial management, and team expansion efforts. This role is perfect for a detail-oriented, efficient, and proactive professional who thrives in a fast-paced environment and is comfortable wearing multiple hats.

This is a hybrid remote/in-person role. You will be expected to be available during normal office hours of 9am-5pm Eastern Time and to work in-person as needed in Greeneville, TN.

Your responsibilities will include, but not be limited to:

Accounting and Finance:

• Approving team timesheets in QuickBooks Time and managing payroll to ensure timely and accurate compensation.
• Sending client invoices and managing bookkeeping using QuickBooks Online (in coordination with our accounting firm).
• Tracking and managing business finances, including cash flow projections, to support decision-making.
• Processing payments to contractors, ensuring timely and accurate payments.

Hiring/Recruiting:

• Crafting and posting job descriptions to attract top talent.
• Managing the candidate pipeline to streamline the recruitment process.
• Screening candidate resumes, conducting initial interviews, coordinating team interviews, and facilitating the selection process.
• Overseeing the onboarding process for new hires, including the distribution of legal and financial paperwork to ensure compliance and readiness.

Operations and Administration:

• Utilizing Asana for internal project management, ensuring tasks and projects are on track.
• Serving as the primary point of contact for internal and external stakeholders on all matters pertaining to company operations (e.g. legal, accounting, HR, etc.).
• Maintaining and updating company documentation for easy access and collaboration.
• Undertaking special projects and additional responsibilities as needed to support the company’s growth and operational needs.

Strategic Planning:

• Preparing for and facilitating annual and quarterly company planning meetings to align strategies and goals, utilizing the Entrepreneurial Operating System (EOS) framework.
• Leading weekly operations check-in meetings to track progress against goals and objectives.

Executive Assistance:

• Organizing and coordinating team events, retreats, and off-site meetings, ensuring they align with company goals and culture. This may include venue selection, logistics planning, scheduling, and managing event budgets to foster team cohesion and celebrate company milestones.
• Managing travel arrangements for team members, including flights, accommodations, and itineraries. Your role will ensure travel plans are efficient, cost-effective, and aligned with the team’s schedules and company needs, providing support for both domestic and international travel.
• Assisting in preparing presentations, reports, and financial documents. Managing the flow of information by organizing and maintaining files, ensuring that all executive and operational documentation is accurate and readily accessible.
• Handling sensitive and personal tasks for the business owner as needed, with discretion and professionalism. This may include personal scheduling, handling confidential information, and other support tasks that allow executives to focus on strategic decisions.

Qualifications:

• Proven experience in operations management, executive assistance, or a similar role.
• Strong understanding of financial principles related to business operations, including payroll, invoicing, and cash flow management.
• Experience in hiring and recruiting, with a knack for identifying and attracting talent.
• Excellent organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
• Excellent communication skills, both written and verbal.
• Proficiency in office software (e.g. Microsoft Office) and the ability to quickly adapt to new technologies.
• Bachelor’s degree in business administration, finance, HR, or related field preferred, though professional experience is more important.

Benefits

Urban Dynamics believes that for people to do their best they should be able to enjoy life outside of work:

• Flexible hours
• 5+ weeks / 25+ days of combined PTO & holidays
• Employer retirement contributions for US-based employees
• Highly self-directed work
• Work with and be part of a top-notch, trusting team!

Job Type: Full-time

Pay: $40,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan

Schedule:

• Monday to Friday

Application Question(s):

• Describe your experience with managing financial operations such as payroll, bookkeeping, and cash flow projections. Please include any specific tools or software you have used.
• How have you used project management tools, like Asana, to organize and track tasks and projects in your previous roles? Provide a specific example of a project you managed from start to finish.
• Please describe your experience with hiring and recruiting for remote roles.
• Have you ever been involved in the planning and facilitation of company strategy meetings, such as annual and quarterly planning sessions? Describe your role and the outcomes you've achieved in such a role.

Work Location: In person