Business Operations Specialist

Aston Carter•Kirkland, WA

2d•$50 - $55•Remote

About The Position

This role focuses on business operations and marketing operations support within a large, globally dispersed organization. You maintain vendor relationships, support non-IT business projects, and operate at a level above administrative support but below formal management. You help drive the rhythm of business by owning key operational processes, supporting leadership meetings, and ensuring that project management practices, budgets, and business processes are well-documented, compliant, and aligned with strategic objectives.

Requirements

8–10 years of professional experience in business management, economics, finance, accounting, or a closely related field.
6+ years of experience in business operations, business manager, program management, or strategy operations roles.
Proven experience working in large, matrixed, and globally dispersed organizations, with the ability to navigate complex stakeholder environments.
Strong verbal and written communication skills, with the ability to create clear, concise, and persuasive executive-level content.
Advanced executive writing capabilities, including memos, narratives, decision briefs, agenda framing, and leadership-ready summaries.
Advanced Microsoft 365 skills, including Excel, PowerPoint, Teams, Planner, and SharePoint, with the ability to build polished communication artifacts such as presentations and emails.
Strong attention to detail and a high level of accuracy in reviewing contracts, budgets, and business process documentation.
Demonstrated ability to work independently, manage one’s time effectively, and prioritize multiple concurrent tasks.
Strong knowledge of business and management principles related to strategic planning, resource allocation, and production methods.
Ability to apply accounting and mathematical principles to budgeting, forecasting, and financial analysis as needed.
Ability to analyze business trends and project future revenues and expenses to support strategic decision-making.
Previous experience with computer applications such as Excel and other enterprise applications.
Ability and willingness to flex working hours to support a globally distributed team, including occasional early morning or evening meetings.

Nice To Haves

Bachelor’s degree in business management, economics, finance, accounting, or a relevant field.
Experience as a Business Manager or Chief of Staff, ideally within a large, globally dispersed organization.
Experience in marketing operations, including exposure to event execution, email marketing campaigns, website management, lead uploads, or content operations.
Program management experience, including managing timelines, budgets, and cross-functional deliverables.
Strategy operations experience, with the ability to support transformation initiatives and rhythm-of-business processes.
Contract review experience, including working with cost proposals, contract supplements, and sub-agreements.
Business management experience, including support for leadership and coordination of leadership meetings and reviews.
Data analysis skills to support business trend analysis, budget reviews, and operational reporting.
Consulting experience or demonstrated ability to develop leadership-ready PowerPoint presentations and narrative documents.
Experience working in matrixed organizations and collaborating across multiple teams and regions.
Comfort with executive-level stakeholder engagement, including preparing materials for quarterly business reviews and budget discussions.

Responsibilities

Maintain and strengthen vendor relationships while acting as a business analyst for non-IT projects.
Review and approve contracts, cost proposals, and contract supplements to ensure accuracy and compliance.
Approve project and work breakdown structures, ensuring alignment with business goals and operational standards.
Review and approve documentation of business processes, confirming clarity, completeness, and adherence to best practices.
Approve project budgets and expenditures, monitor transaction controls, and track costs against approved budgets.
Predict potential budget overruns, identify risks, and propose practical solutions to keep projects on track.
Consult with corporate offices, project managers, auditors, clients, and sub-consultant representatives regarding future proposals and ongoing initiatives.
Prepare sub-agreements and review, input, and validate sub-consultant invoices to ensure contract compliance.
Own and manage the master team calendar, forum inventory, and standard meeting charters to support the rhythm of business.
Maintain the leadership team staff meeting agenda, tagging each item as Decision, Risk, Help, or FYI to drive effective discussions and follow-up.
Own pre-operational excellence narrative alignment and embed it into the prior week’s leadership staff meeting.
Prepare quarterly budget reviews in partnership with the budget owner, including analysis, narratives, and leadership-ready summaries.
Support the Marketing Services Center, a marketing operations organization that executes large-scale events, email marketing campaigns, website management, lead uploads, and content operations.
Coordinate leadership meetings, agendas, action items, and reviews that support the team’s rhythm of business.
Contribute to ad hoc projects, quarterly business reviews, transformation initiatives, status reporting, and other operational priorities.
Develop polished communication artifacts, including executive-ready PowerPoint presentations, emails, decision briefs, and narrative documents.
Analyze business trends, project future revenues and expenses, and provide insights that inform strategic planning and resource allocation.
Apply accounting and mathematical principles to support budgeting, forecasting, and financial analysis tasks.
Work independently to manage time, prioritize tasks, and meet deadlines in a complex, matrixed, and globally distributed environment.
Collaborate effectively across teams and regions, flexing your schedule as needed to support early morning or evening meetings with global stakeholders.