SUMMARY  

The Operations Executive is responsible for providing comprehensive administrative and operational support to the Head of Business Operations, assisting with day-to-day office management across all teams, and offering direct support to the President & Managing Director. Key responsibilities include leading and maintaining projects related to the US office database, managing the office calendar, organizing company cultivation events, overseeing the overall functioning and upkeep of the office, coordinating with vendors, and preparing weekly staff meeting agendas. The Operations Executive reports to the Head of Business Operations on a daily basis and to the President & Managing Director on a monthly basis.

KEY RESPONSIBILITIES  

Operations

• Supporting the US president and Managing Director on travel, managing their calendaring and administrative support     
• Answers incoming phone calls during office hours, updates the company voicemail, and retrieves messages as needed       
• Maintains and organizes the company server; collaborates with the Head of Business Operations to implement restructuring or improvements as required
• Prepares agendas for weekly staff meetings and records, distributes, and tracks meeting notes and action items    
• Orders and maintains office supplies, stationery, and business cards, ensuring all subscriptions are up to date      
• Manages the office calendar, tracking key client, art, and cultural events, as well as team travel schedules   
• Coordinates new staff portrait sessions as needed

Database Management

• Serves as the primary point of contact for the US office’s database, ensuring all updates are completed accurately and on time   
• Leads and implements major database projects aligned with the company’s overall strategy, communicating timelines and deliverables to the relevant account teams
• Collaborates with global offices to address database issues, improvements, and developments in a coordinated and consistent manner    Conducts research and development to expand and strengthen key database areas, including Press, VIPs, and Vendors
• Delivers training sessions for US team members, including onboarding for new staff and refresher sessions for existing employees    Maintains up-to-date company database guidelines and communicates new developments to the wider team
• Manages database user access and credentials, including password updates as needed
• Oversees the weekly database upload process for the US office

Marketing and Branding Administration

• Ensures all staff have sufficient, up-to-date business cards and marketing materials    
• Communicates company branding updates to the team and ensures consistent implementation across all channels (e.g., email signatures, social media links/handles)
• Prepares and distributes quarterly office-wide newsletters
• Supports the development and implementation of new tools and systems to enhance internal communication, such as Outlook profile photos, company directory pages, and shared drives

VIP and Events Management 

• Builds VIP guest lists for company and/or client events and assisting with digital/print mailings      
• Prepares and sends out VIP and client communications and organizes the company’s holiday mailing
• Helps organize social gatherings on behalf of the company, including team drinks and major moments such as the company holiday party

Other responsibilities

• Performs additional duties as assigned by the Head of Business Operations and the President & Managing Director
• Provides support to the Operations team as needed
• Maintains a strong and informed understanding of the company’s clients, their needs, and the broader industry landscape
• Represents the company at both client and industry events, serving as a professional and knowledgeable ambassador.

QUALIFICATIONS

• 1-2 years of work experience in administrative/executive support
• Knowledge of in the field of fine arts, design, architecture and/or fashion is a plus but not required
• Proactive ability to work both independently and in teams; and to think creatively and strategically.
• Excellent organizational and communications skills, both verbal and written
• Technical skills with programs such as: Microsoft Office, Launchmetrics, InDesign, Adobe Acrobat
• Experience in accounting and the use of QuickBooks is a plus

Sutton is an Equal Opportunity Employer and committed to eliminating discrimination and encouraging diversity in the workplace. We aim to provide equity and fairness for all job applicants throughout the interview process and do not discriminate on grounds of gender, marital status, age, race, ethnic origin, sexual orientation, religious beliefs or disablement.

Please apply by submitting your CV and a cover letter, both of which should be no more than 500 words in length.