Role Overview

Our boutique beauty PR agency is seeking a high-caliber Director of Operations to serve as the operational backbone of our organization. This is an executive-level leadership role designed for a "systems-first" thinker who can manage the agency’s infrastructure with minimal oversight.

As the Director of Operations, you will bridge the gap between vision and execution. You won't just manage tasks; you will own the agency’s operational cadence, refine our systems, and lead team accountability. We are looking for a proactive partner who reduces the CEO's operational load by anticipating needs two steps ahead and solving problems before they escalate.

Position Details

Employment Type: Full-Time Independent Contractor
Compensation:Market Related
Hours: 40 hours/week (Fixed Schedule: 9:00 AM – 6:00 PM EST)
Location: Remote (Latin America or South Africa preferred)
Reporting To: Founder & CEO

Core Responsibilities

Team Accountability & Workflow

Operational Cadence: Own daily Asana management, tracking deadlines, and ensuring team members stay on schedule.
Accountability: Lead weekly team check-ins; identify and resolve bottlenecks or capacity risks proactively.
SOP Development: Audit existing processes and build/refine Standard Operating Procedures (SOPs) for onboarding, reporting, and internal communications.

New Business & Research Support

Prospect Intelligence: Conduct deep-dive research into target brands (funding, decision-makers, current PR agency relationships) to build a prospect library.
Meeting Prep: Generate one-page pre-call briefs and polish pitch decks/capability presentations using existing templates.
Pipeline Management: Manage post-meeting follow-ups and lead the transition from signed contract to client onboarding.

Vendor & Financial Management

Vendor Relations: Research, vet, and negotiate terms with US-based vendors and contractors; maintain organized contract records.
Financial Oversight: Process timecards, invoices, and expense reports weekly; flag discrepancies with recommended resolutions.

HR & Hiring Support

Talent Acquisition: Write job descriptions, screen resumes, and conduct first-round candidate screenings to streamline the hiring process for the CEO.
Onboarding: Manage documentation and system access for all new contractors.

Candidate Profile

Hard Skills & Qualifications

Experience: 5+ years in Operations, Executive Assistance, or Agency Management at a senior level.
Tools: Expert-level proficiency in Asana (or similar PM tools) and AI tools (Claude, ChatGPT) for research and drafting.
US Context: Prior experience supporting US-based clients or businesses remotely is strongly preferred.
Communication: Exceptional written and verbal English; ability to synthesize complex research into actionable summaries.
Logistics: Reliable high-speed internet and a dedicated, professional home workspace.

Soft Skills (The "Must-Haves")

Executive-Level Thinking: The ability to operate independently and make confident decisions within your scope.
Proactive Ownership: You bring solutions to problems, not just observations.
Direct Communication: High emotional intelligence paired with the ability to hold team members accountable professionally.
Intellectual Curiosity: A natural drive to research US industry events, media landscapes, and competitive benchmarks without being prompted.

What to Expect

High Autonomy: We provide the tools and context; we expect you to run the engine.
Structured Success: You will have a clear 30/90-day onboarding plan with defined success criteria.
Consistent Rhythm: Daily async updates via Asana and weekly video syncs with the CEO.

Why This Role?

This is a rare opportunity for a top-tier operator in Latin America or South Africa to take a seat at the leadership table of a growing US agency. You will have a direct impact on the scale and efficiency of a boutique firm representing some of the most exciting brands in the beauty industry.

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