What are the responsibilities and job description for the Executive Operations Manager position at Optima Office?
Description
The Executive Operations Manager will work directly with the Founder to translate vision into structured execution. This individual will help structure operational infrastructure, coordinate underwriting and distributor activity, and drive forward key initiatives that enable scale.
This role goes beyond traditional administrative support and requires operational leadership, ownership, and strong judgment. It requires close collaboration with the Founder and comfort operating in an evolving, growth-stage environment.
Key Responsibilities
Founder Partnership & Strategic Execution
- Translate strategic goals into actionable project plans
- Drive execution of key initiatives with minimal direction
- Anticipate operational needs and proactively move priorities forward
- Provide structured updates and progress tracking
Operational Infrastructure & Scaling
- Develop scalable workflows for underwriting coordination (15–25 cases simultaneously)
- Build documentation standards and internal operational procedures
- Identify bottlenecks and implement process improvements
Distributor & Training Coordination
- Coordinate independent distributors
- Plan and execute training workshops and strategic meetings
- Manage logistics, scheduling, and materials preparation
Agreements & Documentation
- Review agreements for completeness and operational alignment (non-legal review)
- Update and maintain internal collateral and documentation
- Support documentation practices aligned with regulatory and partner requirements
Vendor & Project Management
- Coordinate with external marketing and website vendors
- Manage timelines and deliverables for collateral development
- Oversee cross-functional initiatives to ensure timely execution
Requirements
- 6 years in operations, executive operations, or founder-facing leadership roles
- Experience in financial services, insurance, or regulated industries preferred
- Demonstrated ability to structure and improve operational systems in growing environments
- Strong project management and execution skills
- Comfortable reviewing structured agreements and documentation
- High ownership mindset with strong independent judgment
- Advanced proficiency in Microsoft Office
We are an equal opportunity employer and value diversity at all levels of the organization.
Salary : $100,000 - $120,000