Business Operations Coordinator

This is a fully remote position, open to applicants in New York.

📋 Description

• Oversee executive calendars, identify potential conflicts, and suggest solutions

• Organize travel arrangements, expense submissions, and logistics for leadership in-person events

• Facilitate internal, client, prospect, and software-partner meetings across various calendars

• Schedule candidate interviews using the ATS and ensure a professional candidate experience

• Set up Zoom and Teams meetings, preparing necessary sessions and materials

• Reserve in-office days and meeting spaces through Regus or similar providers

• Conduct leadership check-ins, maintain action item lists, and follow up on commitments

• Keep operating records for software partner agreements, deal registrations, referrals, commissions, certifications, and renewals

• Maintain partner relationship maps and identify overlapping target-account coverage

• Manage partner portals, co-marketing assets, joint meetings, and follow-ups

• Ensure Salesforce data quality by rectifying outdated or inconsistent records

• Enrich accounts and contacts through conversations, public sources, and partner insights

• Research accounts and contacts, creating target lists for SDR and leadership

• Maintain Mailshake outreach lists and sequences while generating activity reports

• Oversee purchased and subscribed data sources, recommending updates or corrections

• Foster relationships with executive assistants at clients, prospects, and partners

• Manage onboarding and offboarding processes, including schedules, introductions, accounts, licenses, access, and firm information

• Administer licenses and user access across Google Workspace, Zoom, Lucid, Salesforce, ATS, Mailshake, and other SaaS tools

• Coordinate AWS and Amazon Business account management with the designated engineer

• Maintain credential inventory, enforce MFA on administrative accounts, and revoke access within one business day of departures or role changes

• Manage Zoom cloud recordings, ensuring redundant copies are deleted

• Uphold naming conventions, folder structures, and documented procedures

• Publish LinkedIn posts and manage the company page

• Perform routine updates on the WordPress website and collaborate with external resources for larger changes

• Manage external marketing, graphics, content, and legal service providers

• Create and format client-ready PowerPoint presentations

• Develop and maintain Excel trackers, lists, and basic analyses using formulas, filters, lookups, and pivot tables

• Prepare meeting agendas, document decisions and actions, and file them in the appropriate system

• Assess recurring tasks and implement standardization, automation, and effective GenAI utilization

• Acquire a working knowledge of DataCatalyst’s data management and consulting business

• Reallocate resources to partner operations, CRM enrichment, research, and process improvement

⛳️ Requirements

• Several years of experience in business operations, executive support, professional-services administration, sales operations, or a similarly broad coordination role

• Proven track record of remaining in previous roles long enough to assume real ownership

• Experience managing complex calendars and follow-ups for executives or senior professionals

• Outstanding organizational skills and attention to detail

• High responsiveness and a strong instinct to ensure closure

• Proactive approach and ability to identify additional tasks, risks, and improvements

• Sound judgment regarding when to act, recommend, or seek clarification

• High integrity and discretion in handling confidential information

• Courteous and professional communication style, both written and spoken

• Proficient in PowerPoint and Excel

• Familiarity with Salesforce or another CRM, with an appreciation for data quality

• Proficient in Google Workspace and comfortable learning and managing SaaS tools

• Effective in a fully remote setting across different countries and time zones

• Inquisitive about data and consulting, with a desire to become proficient with GenAI tools

• Willingness to travel occasionally or attend in-person meetings when necessary for business

• Helpful but not mandatory: experience in consulting, professional services, technology, data management, legal, accounting, client-service environments, ATS, WordPress, Zoom administration, LinkedIn company-page management, Mailshake or similar tools, software partner/channel programs, external vendors, and prospect/account research

• Employment is contingent upon a background check conducted in accordance with applicable law

🏝️ Benefits

• Fully remote work environment with minimal travel

• Commitment to a sustainable work-life balance

• Flexible working hours across different time zones

• Impactful work that shapes client strategy and operational clarity

• Collaborative atmosphere that encourages respectful disagreement and diverse viewpoints

• Entrepreneurial environment with low bureaucracy

• Opportunities for accelerated professional growth alongside experienced consultants

• Emphasis on focus, autonomy, and sustainable balance

• Equal opportunity employer