Position Description
We are seeking a Business Operations Manager to oversee North America Business Operations and the daily functioning of our Boston Office (the Firm’s North American headquarters). This candidate will report into the Head of People, North America and will lead the Boston Business Operations team, which includes Business Operations generalists, Executive Assistants and any temporary staff.
As a fast-growing, 350+ person company, we seek someone who is motivated, a self-starter, adaptable and comfortable working on a small team in a collaborative, ever-changing environment. An ideal candidate has an entrepreneurial mindset and is excited about institutionalizing our Business Operations Team to create efficiencies and deliver high-quality customer service to our internal team. As the face of Partners Capital, this person should be polished and be ready to interact with team members of all levels, including internal and external senior stakeholders. The Business Operations Manager is an integral part of the team and a ‘go-to’ person for anything office related. Interested candidates should be prepared to ‘roll up their sleeves’ and take on a wide range of responsibilities including team management, special projects and task execution. Responsibilities may change from time to time, depending on the needs of the business.
Key responsibilities include, but are not limited to:
North America Business Operations Management – Ensure the smooth functioning and optimization of North America business operations. Responsibilities include:
- Oversee and lead the North American Business Operations Team (i.e., task prioritization, recruitment, training, coaching, mentoring, performance discussion, conflict resolution).
- Implement process improvements to optimize business operations. This will involve identifying areas of improvement, recommending solutions and actioning agreed changes. Examples include reviewing our current travel booking vendor, exploring outsourcing of day-to-day office tasks (e.g., cleaning), and enhancing our approach to managing hotdesking.
- Manage ad hoc, emergency and business as usual communications across North America offices.
- Develop, maintain, communicate/present and monitor adherence to business operations policies (e.g., expenses, travel, desk booking).
- Escalate important and urgent items for appropriate action or response to the Head of People
Boston Office Management – Ensure the efficient running of the Boston office by supervising
and coaching the Boston Business Operations Team:
- Assist with the logistics and planning for any external client or manager meetings.
- Ensure the office is always kept clean and tidy (i.e., is “client ready”).
- Help with other administration tasks, such as covering the main phone line, or binding meeting materials.
- Supervise weekly grocery and supply orders.
- Build and maintain relationships with third party vendors and make recommendations, if needed, to upgrade our services. Ensure service level agreements are met.
- Troubleshoot office technology issues and work with IT Support to resolve larger issues as needed.
- Lead office projects by tracking all key tasks to ensure deadlines and budgets are met and resolve issues with internal and external parties. Escalate where needed. Office projects may include coordinating office moves/build-outs and/or office re-organization.
Expenses, Budgeting and Travel Support:
- Oversee budgeting for North American and Boston Office events, charity, and gifts (e.g., sympathy, baby, anniversary, year-end). Responsible for keeping within budget, providing regular updates and escalating issues, as needed.
- Oversee the bi-weekly invoice payment runs for all North American offices. Ensure all invoices are paid in a timely manner, are within budget and resolve any issues that may arise. Escalate issues or concerns where needed.
- Track North American vendor expenses compared to budget. Analyze the expenses and provide recommendations to reduce expenses or to create efficiencies where possible.
- Assist US team members with expense reporting. Troubleshoot team member issues with the expense system (Concur).
- Track North American team travel costs to ensure they are in line with the Firm’s travel policies.
Team Support:
- Collaborate with the People Team and IT to onboard new joiners and offboard leavers. Maintain confidentiality and discretion at all times.
- Support scheduling for interviews and training; support attendance tracking and meeting recording.
- Plan and execute social events for the Boston office as well as global events hosted in Boston, if applicable. Events may include but are not limited to new joiner/leaver events, alumni events, summer party, offsites, year-end meetings and holiday parties.
- Support North American business development efforts by preparing materials for clients and prospective clients. This may include printing meeting materials, binding and shipping.
- Assist US team members with business travel. Troubleshoot team member issues with Concur and Atlas Travel.
- Responsible for ensuring all information security processes, policies and procedures are adhered to and any issues or concerns are raised with the Cyber Security team
- Ensure full compliance with all local data protection regulations and privacy controls, and any related issues are raised via the appropriate channels
Senior Team Member Support – Support at least one senior team member. Responsibilities include:
- Manage and oversee senior team member’s calendar (including booking meetings and resolving scheduling conflicts), monitoring inbound phone calls on their behalf, managing expense submissions, arranging travel (i.e., accommodations and logistics) in line with the Firm’s policy and supporting internal/external client meeting (e.g., organizing logistics and supporting preparation)
- Provide coverage support for other Partners and senior leadership of the team, as required.
Key responsibilities will be regularly assessed and are subject to change from time to time based on the needs of the business. The individual may be required to work overtime as needed.
Qualifications / Attributes
The ideal candidate is hardworking and comfortable operating in a fast-paced environment. They have strong interpersonal skills, administrative, organization, leadership and technical skills. They should be experienced at interacting with colleagues and third parties, prioritizing and completing multiple tasks, coaching junior team members, and meeting deadlines and budgets. The company has a ‘small business’, entrepreneurial culture, and attitude, and as such the successful applicant should appreciate an environment with wide-ranging responsibilities in multiple areas where flexibility and a willingness to do whatever it takes is paramount to contributing to the firm’s continued success.
- Bachelor’s Degree and 5+ years of relevant experience. Strong GPA and SAT
- Very strong organizational and administrative skills in a fast-paced environment. Able multi-task
- Demonstrated management and leadership experience
- Strong communication and organization skills
- Excellent attention to detail
- High degree of professionalism and interpersonal skills, especially as it relates to handling confidential employee information
- Strong demonstration of Microsoft Outlook, Excel, Word, Teams and PowerPoint skills
- Strong interpersonal and customer service skills, and excellent telephone manner
- Team player who is willing to do whatever it takes to contribute to the success of the business
Benefits
Partners Capital is committed to being a great place to work. We are focused both on wellbeing and professional growth. You can expect professional development and career progression opportunities, competitive compensation, exceptional benefits, and a flexible “results-focused” working model. Our benefits package includes medical, dental, and vision insurance, short and long-term disability insurance, life insurance, flexible spending accounts, commuter benefits, paid time off and a 401(k) plan with employer matching. The Firm also supports global philanthropy via a charity program and volunteer day. In addition, we champion a variety of wellness and social events.
Contact Details
Please send your CV to Ashley.gregory@partners-cap.com with the subject: Business Operations Manager. Further information about Partners Capital is available on our website www.partners-cap.com.
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