Vice President Director, Operations (Office Manager) - Sosemo LLC : Job Details

Vice President Director, Operations (Office Manager)

• Full-time

We are a distinguished agency that specializes in strategic media planning, purchasing, and campaign management. Our excellence is widely acknowledged in the digital realm, particularly in serving pharmaceutical and consumer brands. Our dedicated team leverages the potential of key digital channels, including search marketing (SEM/SEO), social media, display advertising, and programmatic strategies, to amplify brand visibility and facilitate customer acquisition for our valued clients.

We are seeking a dynamic VP/Director of Operations & Executive Assistant to lead and enhance our operational efficiency, human resources practices, and financial processes. Applicants are encouraged to provide a cover letter that explains why they are interested in the position and why we should consider them for the role.

Sosemo is a well-established boutique marketing agency that specializes in marketing health brands. We have been in business for 12+ years and during that time we have won numerous awards and accolades for our services. Our Operations team sits outside of our Client Services teams. In a nutshell, our Operations team is responsible for all aspects of the business outside of client work.

The VP/Director of Operations & Executive Assistant will play a key role in managing office operations, human resources, finance, and company culture. This position serves as a strategic partner to leadership and a trusted resource for employees. The VP/Director of Operations reports directly to the CEO.

The ideal candidate is highly organized, detail-oriented, and able to juggle multiple responsibilities while maintaining a high level of confidentiality and professionalism. They should also be trustworthy, reliable, a self-starter, and forward-thinking. As a key member of our leadership team, you'll have the opportunity to shape our processes, enhance our employee experience, and directly support executive leadership.

The VP/Director of Operations will initially only be responsible for managing one direct report who is primarily responsible for recruiting and new business support. However, there may be an opportunity to expand the Operations team. The position will be required to learn all the roles and responsibilities for the Operations team. They will then be asked to assess whether certain functions such as finance should be outsourced to a 3rd party or delegated to a new position. Prior human resource experience is required.

Along with a competitive salary (salary range: $120,000 - $170,000) and benefits, we offer numerous opportunities to earn significantly more additional compensation through various programs including a yearly bonus.

Our office is located at 26 Broadway. In addition to working with a stellar team, our office has beautiful common areas, weekly yoga/meditation classes, and free snacks and coffee. Currently, we do offer a hybrid work schedule. However, employees are encouraged to work from the office 2-3 days per week. Fully remote employees located outside New York City will also be considered and are encouraged to apply. However, local candidates that are willing to provide leadership, enhance in-office culture and encourage collaboration in the office are preferred.

Duties & Responsibilities

Operations:

• Serve as the primary liaison between Sosemo and coworking space provider, Primary.
• Handle lease and contract negotiations, and organize office moves as needed.
• Oversee operations budget, software management, and cost control.
• Provide reporting and metrics on attendance, hours tracking, and sustainability.
• Lead EcoVadis sustainability efforts and manage the annual assessment.
• Oversee company cybersecurity awareness training through KnowBe4.
• Lead weekly team meetings and facilitate agenda.
• Manage hardware leasing program, IT equipment, and software auditing.
• Maintain vendor relationships and negotiate contracts.
• Oversee yearly insurance renewals and ensure compliance.
• Supervise the Operations Coordinator, supporting office administration, social media, and recruiting efforts.

Human Resources (HR):

• Onboard new employees through the PEO platform, TriNet, ensuring a seamless employee experience.
• Conduct onboarding surveys and collect feedback for continuous improvement.
• Manage payroll, bonuses, and contractor payments.
• Administer scorecards for annual and mid-year performance reviews.
• Provide yearly reports on PTO usage, absentee rates, and HR metrics.
• Draft and distribute offer letters to prospective hires.
• Update employee handbooks and HR policies to maintain legal compliance.
• Conduct annual sexual harassment training through TriNet.
• Support benefits administration and open enrollment via TriNet.
• Document and manage employee relations issues with confidentiality and professionalism.
• Oversee the termination process, including exit interviews and offboarding tasks.
• Provide training to managers and leadership on best practices in HR and compliance.
• Maintain general knowledge of employment laws and regulations.
• Experience managing H-1B sponsorships is a plus.
• SHRM-CP certification is preferred but not required.

Finance:

• Manage expenses and financial records in QuickBooks.
• Oversee accounts receivable and payable, including client invoicing and billing grids.
• Edit Statements of Work (SOWs) and ensure accuracy in financial documents.
• Onboard new clients and vendors for financial transactions.
• Manage annual 1099 filings and support tax compliance.
• Collaborate with the company's CPA to support end-of-year reporting and audits.

Culture & Engagement:

• Organize and execute employee engagement initiatives, such as Community Service Day, the annual Holiday Party, and team-building events.
• Manage award submissions to promote organizational recognition.
• Conduct quarterly employee engagement surveys and analyze results to drive improvement.

Executive Support:

• Edit correspondence, articles, and presentation decks on behalf of the CEO.
• Assist with light calendar management and scheduling.
• Coordinate light travel arrangements as needed.
• Handle ad hoc personal tasks for the CEO.

Minimum Qualifications:

• Bachelor's degree in business administration, human resources, or a related field.
• 7+ years of experience in operations, HR, or administrative leadership roles.
• Strong proficiency in QuickBooks, TriNet, and HRIS/PEO platforms.
• Knowledge of employment laws and best HR practices.
• Demonstrated ability to maintain confidentiality and handle sensitive information.
• Exceptional organizational, analytical, and communication skills.
• Proven experience leading sustainability initiatives (EcoVadis experience a plus).
• Strong leadership and people management abilities.
• A positive attitude and willingness to take on any task, big or small.
• Prior P&L management or bookkeeping experience.
• Must be entrepreneurial spirited and willing to wear many hats.
• Must have strong verbal, interpersonal, and written communication skills.
• Must have working knowledge of PowerPoint and be capable of delivering professional presentations.
• Ability to manage and prioritize multiple projects simultaneously.
• Must be able to make decisions in a fast-paced environment.
• Must be highly detail-oriented.
• Prior experience in Operations, HR, or as an Office Manager at a startup or services agency is preferred.
• 3 professional references will be required.

Note: This job specification should not be construed to imply that these requirements are the exclusive standards of the position. Performs other duties (or functions) as assigned.

All your information will be kept confidential according to EEO guidelines.