Executive Vice President, Operations

HR Transformed•Miami, FL

1d•Onsite

About The Position

We are working on an Executive Vice President, Operations position for a brand communications agency in Miami. The candidate will design and implement the systems, processes, and team structures that transform the Company into a scalable, process-driven organization, while preserving the energy and creative culture that makes the agency exceptional. Critically, this role will embed AI, earned-first thinking, and creator/influencer systems into the core operating model, ensuring the agency is built for the modern communications landscape, not a legacy one.

Requirements

15-20 years of professional experience, with meaningful time spent in agency operations and client service
Experience implementing or integrating AI tools into workflows for both earned-first and creator marketing campaigns and identifying tools the company should invest in
Direct experience at a similarly sized agency (15–50 people) that scaled during their tenure, ideally serving large enterprise or Fortune 500 clients for both traditional PR and Creator Marketing
Proven track record of implementing project management tools and financial tracking systems
Familiarity with SOW structures, retainer economics, margin analysis, and change-order processes
Systematic thinker who can design processes that are rigorous and that can scale
Strong financial acumen at the project and account level; comfortable reading P&L data and translating it into actionable insights
Excellent cross-functional communicator who earns the respect of Fortune 500 clients, senior account leaders, junior talent alike
Calm under pressure; thrives in fast-paced, high-stakes environments where priorities shift quickly
Builder mentality, energized by creating infrastructure and maintaining structures
Ownership orientation, treats the agency’s operational health as a personal responsibility
Diplomatic but firm, can push and enforce standards agency-wide
Growth-minded, sees operational excellence as a business development asset

Responsibilities

Own the end-to-end workflow for every client engagement across strategy, creative, earned first and creator marketing. This means building a standardized AI-enabled project management system from the ground up: selecting and implementing the right tools, defining project stages and handoff protocols, creating templates for recurring campaign types, and ensuring every active project has clear ownership and visibility.
Establish a single source of business and project management for all active projects.
Define standard operating procedures for campaign kickoffs, milestone tracking, internal reviews, and client deliverable handoffs.
Create escalation protocols so that at-risk projects are flagged early.
Audit the existing tool landscape; implement one coherent, adopted project management stack.
Structure how the agency staffs and manages its client relationships. With 25 people and multiple Fortune 500 retainers running simultaneously, this person ensures every account has the right team composition and that workload is distributed sustainably.
Define and maintain account team structures: who leads, who supports, what the escalation path looks like for each client.
Monitor team capacity in real time; flag overload and underutilization before they become performance issues.
Partner with the CEO, Finance, and HR on headcount planning - when to hire, when to redistribute, and when to bring in freelance or contractor support.
Build onboarding workflows so that new team members become productive on client work quickly.
Own the profitability picture at the client level. This is not a full CFO function, but rather a disciplined focus on making sure the agency earns what it should on every engagement.
Build and maintain budget trackers per client in partnership with account leads; monitor burn rates against contracted scope and retainer fees by utilizing existing systems in ClickTime and make suggestions for improvement or a switch to other systems if needed.
Work with CFO, Finance Manager and Account Leads to oversee invoicing cadence and vendor payment workflows to ensure timely billing and healthy cash flow.
Work with CFO, Finance Manager and Account Leads to track and flag scope creep systematically, providing leadership with the data needed to initiate change-order conversations with clients.
The company has some tools in place but no standardized system. This person conducts a full operational audit and builds a cohesive, right-sized infrastructure for a 25-person agency, evaluating existing tools and workflows; eliminating redundancy and filling gaps with purpose-built solutions.
Implement and drive adoption of a unified PM and time-tracking stack (currently using ClickTime) tied to client budgets.
Document core processes so they are teachable, repeatable, and not dependent on institutional memory.
Design the system to scale - processes that work at 25 people should still work at 40–50.
Integrate AI across workflows (drafting, reporting, knowledge management).
Ensure earned, influencer, and social workflows have scalable systems in place.
By owning operational execution, the EVP gives the CEO and account leaders significantly more time to cultivate relationships, attend industry events, and close new business.
Maintains a real-time picture of team bandwidth so the agency can respond quickly and honestly to new opportunities, and models the staffing and margin implications before committing.
Systematizes how campaign results and client outcomes are captured, making it easier to assemble compelling pitch decks and RFP responses.
Owns the operational side of formal RFP processes - timelines, resource plans, budget models, compliance paperwork, so creative and strategy leads can focus on ideas.
The EVP can be a client-facing account lead, as deemed necessary.