Leadership Operations Manager / Team Administrator

Leadership Operations Manager / Team Administrator

Job Description

CS ML AM Leadership Operations Manager/Team Admin

Key Responsibilities:

Leadership Team Support
Provide day-to-day administrative and operational support to the leadership team (calendars, meetings, travel, expenses).
Coordinate leadership meetings, including agendas, materials, notes, and follow-up actions.
Track decisions, commitments, and action items to ensure accountability and follow-through.
Act as a central point of coordination for leadership-related activities and requests.

Planning & Execution
Support annual, quarterly, and monthly planning processes.
Help translate leadership priorities into clear timelines, milestones, and deliverables.
Monitor progress on key initiatives and surface risks, dependencies, or delays.
Maintain lightweight systems to track goals, metrics, and priorities.

Cross-Functional Coordination
Work with VPs, Directors, and Managers to ensure alignment across teams.
Facilitate information flow between leadership and the broader organization.
Support cross-functional initiatives by coordinating inputs, meetings, and communications.
Help prepare updates, reports, and presentations for internal audiences.

Communication & Organization
Draft and distribute leadership communications as needed.
Ensure consistent documentation of decisions, processes, and plans.
Support leadership offsites, town halls, and internal events.
Handle sensitive information with discretion and professionalism.

Continuous Improvement
Identify opportunities to improve leadership workflows, meetings, and processes.
Implement practical tools and systems to increase efficiency and clarity.
Bring a proactive, problem-solving mindset to day-to-day operations.

Qualifications

Required
5+ years of experience in executive administration, operations, project coordination, or similar roles.
Experience supporting senior leaders in a fast-paced organization.
Strong organizational skills and attention to detail.
Excellent written and verbal communication skills.
Ability to manage multiple priorities and work independently.
High level of discretion, judgment, and professionalism.

Preferred
Experience working in a growing organization (50–300 employees).
Exposure to strategic planning, OKRs, or operational planning.
Comfort working with ambiguity and evolving priorities.
Bachelor’s degree or equivalent practical experience.

Core Skills & Attributes
Highly organized and dependable
Proactive and anticipatory
Strong interpersonal and stakeholder management skills
Able to influence without authority
Calm under pressure and adaptable
Practical, execution-focused mindset

What Success Looks Like
Leadership meetings are well-prepared, efficient, and actionable.
Priorities and initiatives move forward with clear ownership and timelines.
Leaders spend less time coordinating and more time leading.
Communication across the organization is clearer and more consistent.

Notes:
M-F 8:00am - 5:00pm

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.