[CLOSED 3/24/24] Business Operations Associate (Entry-level) or Manager (Experienced)

Purpose

• Ensure a high quality of client service by handling business administration, systems, organizational, and operational tasks.
• Improve processes and systems to enhance client experience and staff productivity.
• Help fulfill our core purpose of empowering clients to lead impactful lives.

Key Responsibilities

• Act as liaison between managing partners, operational staff, and our vendors - directly reporting to COO.
• Primarily administer (and supervise) technology systems and HR/office admin.
• Manage multiple projects involving process improvement and technology.

Job Functions

• Ensure smooth daily business operations and completion of administrative tasks.
• Process and approve payroll via our service provider; handle HR administrative activities including updating the employee manual and ensuring performance reviews and 1 on 1s are conducted on schedule.
• Work with our IT providers to administer software (e.g. user management), ensure effective cybersecurity, and coordinate troubleshooting and responses to incidents.
• Learn our software and implement improvements or changes to help us work smarter.
• Develop and train staff on procedures, workflow tools, robotic process automation, etc.
• Work with our bookkeeper and staff to prepare various reports for financial planning, company and individual Key Performance Indicators, compliance, and insurance and banking services.
• Work as a local "hands-on" site manager/point of contact when other staff or consultants are working remotely.
• Assist in social media, community engagement and marketing.

Qualifications

• We think that a good personality, attitude fit, and trustworthiness are most important, so we are open to training an entry-level candidate with a varied background, or to welcoming a seasoned professional who can hit the ground running.
• Ability and desire to learn software and technology systems that work across a diverse set of business matters.
• High-level of capability with Excel spreadsheets and Microsoft Office suite; Salesforce a plus.
• Deal thoughtfully with others including our staff, consultants, and vendors.
• Able to quickly grasp interdependencies and multi-step processes and procedures.
• Excellent English written and verbal communication skills.
• Touch type 40+ WPM (10-key capability a plus).
• Knowledgeable of computers, data entry, systems integration, databases, access controls, etc.
• Creative problem-solving skills; and an effective decision maker.
• Able to: Remain in a stationary position 50% of the time; lift or move office related items weighing up to 35 pounds around the office; inspect or service equipment under desks or in overhead cabinets.
• Work effectively in our La Jolla office, which can be quiet or moderately noisy at times.

Behavioral Attributes

• Comfortable in a small business, entrepreneurial environment, where self-drive and autonomy is expected, and change is commonplace.
• Takes pride in achieving personal and team objectives.
• Consistently follows the highest standards and professional ethics with work activities.
• Lifelong learner that keeps pace with changes and trends, and acquires the knowledge/skills to further personal, professional, and team capabilities.
• Very organized and detail oriented, cares about quality and timeliness.

Salary and Benefits

• Generous PTO and Holidays.
• Health insurance.
• 401(k) with company contribution (Safe Harbor).
• Opportunities for continuous learning and growth.
• Hybrid work available.
• Monthly “lunch ‘n learns”, employee social and team building events.