Operations & Executive Support Manager
hace 9 días
San Francisco
Job Description Overview Studio J Events is seeking a highly organized, proactive Operations & Executive Support Manager to help keep the day-to-day operations of our growing event production company running smoothly. This role is ideal for someone who thrives in a fast-paced, creative environment and enjoys being the person who keeps everything organized, moving forward, and under control behind the scenes. You will work closely with the Founder to support administrative operations, coordinate internal processes, assist with project tracking across multiple events, and manage light financial tasks such as invoices and vendor payments. This is not a senior leadership or strategic operations role. Instead, it is a hands-on operational support role focused on organization, follow-through, and ensuring that the many moving parts of an event production business stay on track. The ideal candidate is tech-savvy, highly organized, and comfortable learning new systems quickly, with the ability to keep multiple priorities moving simultaneously. Key Responsibilities Executive & Administrative Support Work closely with the Founder to support daily business operations and administrative needs. Responsibilities include: • Managing administrative communications and follow-ups, • Scheduling meetings, vendor calls, and internal planning sessions, • Preparing documents, proposals, and presentation materials, • Drafting and sending contracts to vendors, subcontractors, and partners, • Organizing and maintaining internal documents and files (Google Drive and internal systems), • Helping prioritize and track key tasks and deadlines Operational Coordination Support the coordination of multiple events and operational tasks happening simultaneously. Responsibilities include: • Tracking project timelines and administrative milestones across events, • Ensuring vendors, contractors, and team members have the information they need ahead of events, • Maintaining vendor databases and contact information, • Supporting internal coordination between creative, production, and logistics teams, • Assisting with organizing production schedules and internal checklists, • Helping implement and maintain internal systems and tools used for project tracking, documentation, and workflow management Financial & Administrative Support Assist with financial coordination and administrative financial tracking in partnership with the company’s bookkeeper. Responsibilities include: • Managing accounts payable and accounts receivable processes, • Processing vendor and contractor payments (ACH, checks, online banking), • Sending client invoices and following up on outstanding payments, • Maintaining payment logs and financial tracking spreadsheets, • Entering and organizing financial data within QuickBooks, • Assisting with job costing tracking for events and projects, • Coordinating documentation and information needed for bookkeeping and reconciliations, • Helping ensure financial records remain organized and up to date Project & Event Support Help ensure events stay organized and prepared from an operational standpoint. Responsibilities include: • Assisting with proposal preparation and documentation, • Tracking administrative deliverables for events, • Ensuring contracts and documentation are completed before event execution, • Supporting internal project tracking across multiple events, • Helping prepare documentation or information needed for production planning Qualifications • 3–6+ years of experience in an administrative, executive assistant, operations coordinator, or project support role, • Strong technical aptitude and comfort learning new systems and software quickly, • Proficiency with Google Workspace (Docs, Sheets, Drive), • Familiarity with QuickBooks or similar accounting software, • Experience supporting accounts payable and accounts receivable workflows, • Ability to manage multiple priorities in a fast-moving environment, • Highly detail-oriented with strong follow-through, • Strong written and verbal communication skills, • Comfortable working independently while coordinating with multiple stakeholders Nice to Have • Experience in event production, creative services, hospitality, or agency environments, • Familiarity with job costing or project-based financial tracking, • Experience documenting or improving internal processes, • Exposure to marketing coordination, marketing operations, or campaign support, • Experience supporting founders or small business leadership teams, • Comfort working with vendors, contractors, and freelancers Ideal Candidate Traits The ideal candidate is someone who: • Loves organizing complex workflows, • Enjoys supporting a fast-moving founder, • Is proactive and anticipates needs before being asked, • Stays calm and focused when many things are happening at once, • Takes pride in keeping operations running smoothly