Operations Specialist

Overview

We are seeking a high-caliber Operations Specialist to serve as a critical partner to the CEO and broader security team. This is not a traditional administrative role — this individual will act as the operational backbone of the organization, bringing structure, organization, and forward-thinking systems to a fast-moving environment.

This role operates at the intersection of strategy and execution, ensuring that people, processes, and tools are aligned and running efficiently. It is ideal for someone who is highly intuitive, organized, and confident — someone who can anticipate needs, create order out of complexity, and operate with a strong sense of ownership.

Key Responsibilities

Operations & Systems Management

• Build and maintain operational infrastructure (SOPs, SLAs, internal documentation)
• Create scalable systems to support daily operations and long-term growth
• Serve as the central “source of truth” across tools, documentation, and workflows
• Build traveler profiles and manage reservations for teams and principals

Inventory & Logistics

• Oversee tracking and management of:
• Vehicle fleet, insurance, and maintenance records
• Security and communications equipment
• Ensure accuracy, organization, and accessibility of all operational assets

Project Management

• Lead and support internal initiatives (e.g., system upgrades, process improvements, tech rollouts)
• Track timelines, deliverables, and cross-functional coordination

Administrative & Contract Support

• Draft, track, and manage contracts, engagement letters, and vendor agreements
• Assist with budgeting, billing coordination, and expense tracking
• Manage complex calendaring (shift rotations, property schedules, travel coordination)

Team & Vendor Coordination

• Act as liaison between internal teams and external vendors
• Support onboarding and training on systems and processes
• Provide high-level administrative and operational support to the CEO

Light Technical Support

• Troubleshoot minor system issues across internal tools
• Coordinate with external IT partners as needed