Director of Administrative Operations

About Us

We are a boutique executive search firm serving clients across multiple industries that are spread across the USA. Our reputation is built on exceptional client service, integrity, and execution. As we continue to grow, we are investing in the operational infrastructure, technology, and processes that will enable us to scale efficiently while maintaining the high-touch service our clients expect.

We are seeking an experienced Director or Vice President of Office & Administrative Operations to lead and optimize the firm's administrative, financial, and operational functions. This individual will be a key member of the leadership team, responsible for building the systems, processes, and infrastructure necessary to support the firm's next stage of growth.

This is an ideal opportunity for an operations executive who enjoys improving organizations through technology, AI-enabled workflows, process optimization, and operational excellence.

Position Summary

The Director/Vice President of Office & Administrative Operations will oversee the firm's day-to-day administrative operations while designing and implementing scalable systems and best practices across the organization.

The successful candidate will combine strategic thinking with hands-on execution and possess exceptional organizational, analytical, and communication skills. They will lead initiatives that improve efficiency, reduce administrative burden, strengthen financial operations, and modernize workflows through AI, automation, and other emerging technologies.

Primary Responsibilities

Operational Leadership

• Lead all office and administrative operations.
• Design, document, and continuously improve firm-wide processes and procedures.
• Build scalable operational infrastructure to support organizational growth.
• Develop key performance metrics and reporting dashboards.
• Improve operational efficiency through workflow redesign and automation.

AI, Technology & Process Innovation

• Identify and implement AI-powered solutions that improve productivity and reduce manual work.
• Evaluate and deploy automation platforms, workflow management tools, and other operational technologies.
• Integrate AI into administrative, research, document management, and internal workflows where appropriate.
• Leverage offshore resources and outsourced service providers to improve efficiency while maintaining quality standards.
• Champion continuous improvement and operational innovation across the firm.

Contract Administration

• Manage client contracts, engagement agreements, and vendor agreements.
• Maintain and optimize contract lifecycle management systems.
• Ensure contract compliance and accurate documentation.
• Coordinate contract revisions and approvals with outside legal counsel.

Financial Operations

• Oversee Accounts Payable and Accounts Receivable.
• Manage invoicing, collections, payment processing, and cash flow support.
• Monitor outstanding receivables and proactively manage collections.
• Coordinate with the firm's outside CPA regarding accounting, reporting, payroll, and financial matters.
• Assist leadership with budgeting, forecasting, and operational reporting.

Human Resources

• Manage HR administration and employee onboarding/offboarding.
• Coordinate employee benefits administration.
• Support recruiting, hiring, and employee documentation.
• Maintain HR policies and operational compliance.
• Coordinate with outside HR consultants as needed.

Vendor & Consultant Management

Serve as the primary liaison with external professionals including:

• IT consultants
• Cybersecurity providers
• Legal counsel
• Outside CPA/accounting firm
• HR consultants
• Insurance providers
• Technology vendors
• Other professional service providers

Office Operations

• Oversee office facilities and administrative staff.
• Manage office systems, equipment, and vendor relationships.
• Ensure efficient day-to-day business operations.
• Develop operational policies that improve consistency and quality.

Qualifications

• Bachelor's degree preferred; MBA or other advanced degree is a plus.
• 10+ years of progressive operational leadership experience.
• Experience in professional services, executive search, consulting, legal, accounting, or similar knowledge-based organizations is highly preferred.
• Demonstrated success leading operational transformation and organizational process improvement.
• Strong experience with contract administration and contract management systems.
• Experience overseeing Accounts Payable, Accounts Receivable, billing, and collections.
• Working knowledge of Human Resources administration.
• Experience managing multiple outside professional service providers.
• Strong project management and organizational skills.

Desired Experience

We are particularly interested in candidates who have successfully:

• Modernized office operations using AI and automation.
• Built scalable operational systems supporting company growth.
• Implemented workflow and document management platforms.
• Created standardized operating procedures and process documentation.
• Managed offshore administrative or operational resources.
• Led digital transformation initiatives.
• Improved operational efficiency through technology and process redesign.

Technical Skills

Experience with many of the following is desirable:

• AI productivity tools (e.g., ChatGPT, Microsoft Copilot, Claude, Gemini, or similar platforms)
• Workflow automation platforms
• Contract lifecycle management systems
• CRM and ATS platforms
• Microsoft 365
• Adobe Acrobat
• Project management software
• Electronic document management systems
• Financial/accounting software

Personal Attributes

The successful candidate will demonstrate:

• Exceptional written and verbal communication skills.
• Outstanding attention to detail and organizational ability.
• Superior business writing and document editing skills.
• Strong analytical and problem-solving capabilities.
• Professional judgment and discretion with confidential information.
• Ability to balance strategic initiatives with hands-on execution.
• High degree of accountability and ownership.
• Intellectual curiosity and enthusiasm for continuous improvement.
• A proactive, solution-oriented approach to operational challenges.

Why This Role Matters

This position is more than an operations management role. It is an opportunity to build the operational foundation that will support the firm's long-term growth. The successful candidate will help transform administrative operations into a strategic advantage by implementing modern systems, leveraging AI and automation, improving workflows, and creating scalable infrastructure that enables our consultants to focus on delivering exceptional service to clients.

This is a highly visible leadership role with significant influence on the future direction and operational success of the firm.