Senior Operations Manager & Integrator

Type: Full-Time Remote Direct Contractor

Schedule: Full US Eastern Standard Time (EST) Alignment | Monday – Friday

The Vision for the Role

We are seeking a senior Operations Manager & Integrator to partner directly with our CEO/Co-Founders. You will be the connective tissue of our firm—ensuring every client engagement runs smoothly from signed contract through completed deliverables. We operate a high-touch fractional HR consulting model with a network of specialized subcontractors. We need a systems-thinker who understands professional services delivery, holds consultants and leadership accountable, runs our weekly operating cadence, and continuously optimizes our backend using modern AI workflows and automation.

Role Evolution: Operations Leadership + Strategic EA

This seat includes executive operational support for our CEO in the near term (calendar optimization, travel coordination, high-level scheduling). Think of executive support as the floor, not the ceiling. As you build robust operational systems, standardize workflows, and streamline delivery, the administrative load shrinks and your strategic oversight expands.

Key Responsibilities & Ownership

1. Project & Engagement Management
   • Full Delivery Lifecycle: Own the client journey once a deal closes: contract execution, matching and assigning fractional HR consultants, scoping deliverables, and tracking project milestones to completion.
   • Sales-to-Delivery Handoff: Manage clean handoffs from sales calls into active delivery without details dropping in the gap.
   • Client Health Tracking: Monitor engagement health proactively to identify at-risk accounts or delivery bottlenecks before clients raise concerns.
2. Accountability & Operating Cadence
   • Weekly Operating Rhythm: Lead weekly operational check-ins with executive leadership—highlighting project health, overdue deliverables, and critical decision points.
   • Subcontractor Accountability: Drive accountability across our network of fractional HR consultants regarding deadlines, deliverable quality, and client updates with diplomatic firmness.
   • Action Item Execution: Relentlessly follow up on meeting action items, ensuring commitments are met on time.
3. Systems Optimization, Process & AI Integration
   • Workflow Optimization: Analyze internal processes, spot inefficiencies, and build automated workflows (using AI tools, Zapier/Make, and project management platforms) to eliminate manual work.
   • System Administration: Own and administer core business platforms including CRM, project management, time tracking, and invoicing software.
   • Financial Operations Support: Review and approve contractor invoices, reconcile contractor hours against client retainer contracts, and generate utilization and billing status reports for leadership.
4. Near-Term Executive Support to the CEO
   • Calendar & Travel Coordination: Strategically manage the CEO’s calendar (client calls, interviews, prospect meetings) across time zones with zero scheduling conflicts.
   • Logistics & Rescheduling Cascades: Manage travel arrangements and handle complex calendar adjustments when priorities shift.

Qualifications & Requirements

Experience: 4+ years of senior operations, project management, or client delivery leadership—specifically within professional services, consulting, staffing/recruitment, or agency environments.

Understanding of Services Firms: Demonstrated understanding of how a professional services firm operates (billable hours, retainer models, subcontractor networks, and client scoping).

Systems & AI Mindset: Exceptionally tech-curious. You instinctively look for ways to streamline operations using AI, automation, and software integration rather than manual repetition.

High Attention to Detail: You catch subtle errors before materials reach clients, track every follow-up, and maintain flawless data integrity across systems.

Cross-Functional Leadership: Proven experience holding teams, contractors, and senior leaders accountable to deadlines and quality standards.

Sound Judgment & Independence: Strong executive presence, fluent written/spoken English, and the ability to make confident operational decisions independently when time-sensitive situations arise.

Nice-to-Have: Direct experience in HR consulting, staffing, or fast-growth startup environments where you helped build systems that scaled.