Operationations Supervisor

Operations Supervisor

Reports To
The Operations Supervisor will report to the Director of Operations

Job Overview
As an Operations Supervisor, you will play a pivotal role in ensuring the smooth and efficient functioning of our organization’s daily operations. This position requires a unique blend of leadership, adaptability, and technological proficiency to ensure seamless operations and foster a collaborative remote work environment. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention to detail. You will be responsible for performing administrative duties, providing support to managers, and supervising, delegating, and following up with assigned teams from various departments. Given the dynamic nature of the executive landscape, we rely on an Operations Supervisor to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

Responsibilities and Duties
Team Leadership: Supervise, delegate, follow up, and train team members. Lead and inspire remote teams, providing clear guidance and support to ensure objectives are met. Foster a positive remote team culture, encouraging effective communication, and maintaining team cohesion.
Communication and Collaboration: Liaise with cross-functional teams, communicating operational requirements and ensuring alignment with organizational objectives. Act as the point of contact among executives, employees, clients, and other external partners.
Digital Process Optimization: Identify opportunities for improving virtual operational processes and workflows. Implement and monitor streamlined digital procedures to enhance efficiency and productivity.
Remote Resource Management: Efficiently allocate virtual resources, including CRMs and digital tools, to meet operational goals. Collaborate with team members to ensure seamless coordination and optimal use of remote resources.
Quality Control: Establish and maintain rigorous quality control measures for remote work. Implement digital audits and inspections to ensure deliverables meet or exceed established standards.
Manage and enhancement of Performance Metrics: Utilize digital analytics to identify trends, address issues, and drive continuous improvement. Report and communicate at a high-performance level.
Create comprehensive documentation for remote operational processes, ensuring clarity and accessibility for all team members.
Identify training needs within the team and develop programs to enhance skills and competencies. Provide ongoing coaching and support to team members to foster professional growth.
Remote Crisis Management: Develop and communicate crisis management protocols for remote teams. Lead remote teams through crisis situations, ensuring continuity of operations and team well-being.
Bonus
Design Guidance: Review and approve creative assets, following up on design principles, aesthetics, and industry trends to ensure high-quality visual output, offering constructive feedback for improvement. Contribute to the development of creative strategies that resonate with target audiences.
Financial Oversight and Reporting: Oversee financial operations, including budgeting, forecasting, and financial reporting. Ensure compliance with accounting standards, regulations, and company policies. Analyse financial reports, providing insights to aid decision-making.
Policy Development: Develop and update financial and operational policies in alignment with industry best practices. Implement policies and processes for transparent and compliant expense reporting.

Qualifications
2 years of VA experience.
1 year of team supervision or management experience.
Outstanding organizational and time management skills.
Strong leadership and interpersonal skills, with a focus on virtual team management.
Excellent verbal and written communication skills.
Discretion and confidentiality.
Ability to pay attention to detail and multitask.
Proven experience as an executive assistant or other relevant administrative support experience.
A proactive approach to problem-solving with strong decision-making skills.
Daily tasks include:
Producing timelines and reviews of projects
Innovative approaches to new projects
Supervision of Administrative teams
CRM management and updates
Onboarding and Training team members
General support with all platforms and systems

Shift
Official work shift 7 am – 4 pm PST (flexibility available depending on client needs)
Onboarding 8:30 am-12:30 pm PST
Training 8:30 am-12:30 pm PST
Compensation
$550 – $800 USD per month based on experience and performance.