Executive Operations Manager (Full Time) - ref. t32365303

Position Summary

The Executive Assistant will manage executive support, communications, human resources, billing, systems management, client engagement, and event coordination.

The ideal candidate is a problem-solver who thrives in fast-paced environments, balancing strategic execution with strong client-facing skills.

Key Responsibilities

• Manage complex calendars, inboxes, and competing priorities with discretion.
• Maintain and manage key relationships, including outreach, follow-up, and task tracking.
• Coordinate and book domestic and international travel, including flights, accommodations, visas, and contingency planning.

• Serve as the first point of contact for clients, partners, and stakeholders.
• Triage inquiries and route correspondence appropriately.
• Manage intake and scheduling for prospective clients and partners.
• Develop and maintain standardized external messaging and communication templates.

• Lead development and enforcement of internal policies, SOPs, and compliance protocols.
• Oversee HR functions including recruitment, onboarding/offboarding, benefits administration, and employee records.
• Monitor expenses, support budget tracking, vendor coordination, and operational reporting.

• Refine and maintain efficient, client-centered billing workflows.
• Ensure timely invoicing and payments in collaboration with clients.
• Track and report billable hours accurately.

• Uphold brand integrity across materials such as presentations and client-facing documents.
• Manage centralized contact management systems (CMS) for accurate outreach and engagement.
• Coordinate seasonal engagement campaigns and client appreciation efforts.
• Support leadership with scheduling and execution of communications, including newsletters and social media.

• Assist in planning and executing internal and external events, including roundtables and receptions.
• Manage logistics such as guest lists, venue coordination, and post-event follow-up.

• Prepare documents, collect signatures, and ensure comprehensive client communication.
• Schedule and coordinate logistics for appointments and interviews.
• Provide timely support to legal or project teams as needed.

• Bachelors degree required; advanced degree preferred in international relations, political science, or a related field.
• Experience working with U.S. government agencies or foreign governments strongly preferred.
• Prior experience supporting C-level executives or founders is an advantage.
• Strong verbal and written communication skills.
• Excellent organizational abilities and capacity to manage competing priorities.
• Ability to handle confidential information with discretion.
• Flexibility for occasional travel and after-hours availability.
• Interest in global affairs, sports, or the intersection of diplomacy and international engagement.
• International experience and foreign language proficiency are a plus.