Manager, Executive Operations

Athletes First

28d • Onsite

About The Position

We are looking for a polished, proactive, and highly organized Executive Operations Manager to provide high-level support to our CEO and senior partners. This is an in-office role that sits at the center of our organization - you'll be the connective tissue that keeps leadership operating at its best. The ideal candidate thrives in a fast-paced environment, exercises strong judgment, communicates with confidence, and brings a forward-thinking approach to how work gets done.

Requirements

• 7-10+ years of executive assistant experience, ideally supporting C-suite executives
• Warm, approachable, and upbeat - you bring positive energy to every interaction and set the tone for the office
• Polished and professional in all communications, both written and verbal
• Demonstrated proficiency with AI tools and a genuine enthusiasm for leveraging technology
• Exercises the highest level of discretion and confidentiality when handling sensitive information
• Strong organizational skills with the ability to manage multiple priorities simultaneously
• High emotional intelligence and professional maturity - you understand discretion implicitly
• Proficiency in Microsoft Office Suite and/or Google Workspace
• Ability to adapt quickly, stay calm under pressure, and problem-solve independently
• Ability to work in-office Monday-Friday 9:00am-5:30pm at Laguna Hills, CA location

Nice To Haves

• Experience in sports, entertainment, talent representation, or a similarly fast-paced industry a strong plus
• Bachelor's degree preferred
• Active notary certification a plus, or demonstrated willingness to become certified

Responsibilities

• Manage complex calendars for the CEO and multiple partners, including scheduling across time zones and coordinating with high-profile clients and contacts
• Prepare correspondence, briefing materials, agendas, and presentations for internal and external meetings
• Handle confidential information with the utmost discretion
• Anticipate needs proactively - staying one step ahead of leadership at all times
• Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, and detailed itineraries
• Track and reconcile expense reports
• Leverage loyalty programs and corporate card benefits strategically, including maximizing Amex points, airline miles, and travel perks to optimize value on bookings
• Oversee day-to-day office operations to ensure a polished, professional, and well-functioning environment
• Manage vendor relationships, office supplies, and facilities coordination
• Serve as the primary point of contact for building management, IT support, and other service providers
• Manage office-related logistics for events and meetings
• Implement and maintain office systems, processes, and organizational tools
• Champion office culture by coordinating team celebrations, milestone recognition, and seasonal initiatives that foster a positive and connected workplace
• Serve as the primary communications hub for leadership, screening inbound calls, emails, and inquiries with professionalism and sound judgment
• Review contracts and time-sensitive documents ahead of leadership signature, ensuring accuracy and flagging key terms or action items
• Coordinate across internal teams to ensure alignment and follow-through on action items
• Manage special projects and initiatives as assigned by the CEO or partners
• Leverage AI tools (e.g., ChatGPT, Claude, Notion AI, or similar) to streamline workflows, draft communications, summarize content, and improve efficiency
• Stay current on emerging productivity tools and proactively recommend improvements
• Support the team in integrating AI-powered solutions into everyday operations

Benefits

• Medical, Dental, Vision & Life Insurance
• 401k Retirement Plan
• Cell Phone Reimbursement
• Unlimited PTO - we trust you to get the job done and take the time you need
• Exposure to the highest levels of professional sports and a front-row seat working alongside elite NFL athletes, coaches, and front office executives

What This Job Offers

• Job Type: Full-time
• Career Level: Executive