Operations Manager

ConwayStrategic seeks a proactive, highly organized, and detail-oriented Operations Manager to

support the day-to-day operations of our boutique strategic communications firm. The Operations Manager

provides operational and administrative support across the company, including executive support, client

operations, vendor management, and internal systems.

The ideal candidate thrives in a fast-paced environment, is exceptionally efficient and resourceful, anticipates

needs before they arise, and is skilled at managing multiple priorities while ensuring nothing falls through the

cracks.

This position is designed to split responsibilities approximately 50/50 between supporting ConwayStrategic's internal operations and administrative needs and client-facing activities.

Core Competencies and Responsibilities:

Executive and Administrative Support

• Support ConwayStrategic’s Co-CEOs with day-to-day administrative and operational priorities, helping ensure the leadership team runs efficiently and effectively.
• Support the onboarding of new clients, including contracts, renewals, and systems setup.
• Maintain and regularly update the company’s client and contact database.
• Monitor and maintain the main company inbox, triaging incoming requests and coordinating appropriate follow-up with the Co-CEOs.
• Internal staff support, including annual retreats, holiday gatherings, and other team activities.
• Coordinate onboarding/offboarding for new staff by setting up accounts, software access, and internal systems in collaboration with new staff managers.
• Manage EOY client gifts, holiday cards, and charitable contributions.
• Produce reports as needed.

Systems, Finance, and Vendor Management

• Support relationships with vendors, consultants, and outside service providers, ensuring contract compliance and coordinating with the Co-CEOs and accounting team to ensure timely payments.
• Maintain systems for managing vendor agreements, consultant and content creator contracts, invoices, and payment workflows.
• Track technology subscriptions, software licenses, and other organizational renewals (excluding benefits), managing renewal timelines, identifying cost-saving opportunities, and optimizing the firm's tech stack.
• Manage digital accounts, user permissions, passwords, and other operational systems across the company.
• Update the company website as needed, including staff biographies and organizational information.

Client-Specific Operations

• Coordinate stipends, honoraria, reimbursements, and related documentation for speakers, consultants, content creators, and partners, ensuring timely processing and accurate recordkeeping.
• Serve as the first point of contact for a program inbox, reviewing and routing requests, coordinating with staff, responding to routine inquiries, and tracking follow-up.
• Manage Zoom webinars, including invitations, registrant vetting, backend management during webinars, and post-webinar reports for up to 200 attendees.
• Manage website user registrations, including reviewing and vetting registration requests, approving user access, maintaining user records, and responding to inquiries as needed.
• Maintain and manage email subscriber lists, including vetting new subscribers, cleaning and updating records, cross-referencing with website users, and ensuring accurate, up-to-date contact information.
• Provide operational support for an annual virtual conference with more than 400 registrants, including registration management, participant vetting, backend event support, as-needed attendee communications, and as-needed post-event reporting.

Qualifications:

• 3-5 years of experience in an operations, executive support, office management, or administrative role supporting senior leaders in a virtual office environment.
• Experience supporting operational functions such as vendor management and contract administration.
• Familiarity with CRM systems (such as OnePage) and email marketing platforms (such as Mailchimp), including maintaining databases and generating reports or basic performance metrics.
• Demonstrated ability to manage multiple priorities simultaneously while maintaining exceptional attention to detail, accuracy, and follow-through.
• Strong proficiency with Google Workspace applications, including Docs, Sheets, Drive, and Calendar, Microsoft Office applications, Slack, Zoom, and online project management platforms such as Teamwork or similar tools.
• Comfortable learning and managing new technology platforms, software applications, and digital tools, with the ability to troubleshoot issues and improve internal processes.
• Excellent written and verbal communication skills, with the ability to communicate professionally with clients, vendors, consultants, and colleagues.
• Exceptional organizational, planning, and time management skills, with the ability to anticipate needs, manage competing deadlines, and keep multiple projects moving simultaneously.
• Proven ability to work independently, exercise sound judgment, maintain confidentiality, and proactively identify and solve problems.

Preferred:

• Experience supporting a professional services, communications, consulting, nonprofit, or agency environment.
• Experience coordinating virtual events, webinars, or online trainings.

You will thrive in this role if you are someone who:

• Is exceptionally organized, detail-oriented, and proactive, with the ability to anticipate needs, stay ahead of deadlines, and keep multiple priorities moving simultaneously.
• Enjoys building and improving processes that help teams work more efficiently and ensure nothing falls through the cracks.
• Thrives in a fast-paced, collaborative virtual environment, balancing independent work with teamwork and adapting quickly as priorities evolve.
• Values creativity, continuous learning, and operational excellence, and enjoys being part of a smart, low-ego, mission-driven team that supports organizations working to advance gender, racial, and social justice.