Executive Operations Manager / Chief of Staff

AP has an OUTSTANDING DIRECT HIRE opportunity for a seasoned individual to step into a Chief of Staff/Executive Operations Manager role. Our client is looking for top notch talent to join their team!  They are located on the eastside of Rochester, a progressive company, has an open concept design, aggressive goals, and employs 15-18 people at this site.  If you want to be part of a team that "makes things happen" and want a seat at the table, you won't want to miss out on this opportunity.

This is a high impact role for someone who thrives on strategy, execution, and influence.  We are seeking experienced  candidates who will be the backbone of the organization.  You will support the CEO, CFO, SVP of Finance & Analytics, and CRO.  This role is a mix of executive support and operational leadership.  You will be responsible for communication flow, dashboards, board preparation, company events and more.  If you are someone who sees the big picture, brings order to complexity, turns strategy into action, and holds leadership accountable, this is the role for you.

Executive Operations & CEO Support

• Manage and optimize the CEO’s calendar, workflow, and daily priorities.
• Prepare meeting agendas, briefing notes, and follow-up summaries.
• Handle travel, scheduling, internal/external meeting coordination, and executive logistics for CEO, CFO, CRO & SVP.
• Organize and manage board meetings, materials, and communication.
• Coordinate leadership events, retreats, offsites, and special meetings

Cross-Department Coordination & Accountability

• Run bi-weekly leadership meetings with clear agendas, notes, and follow-up tracking.
• Ensure meetings are productive and run efficiently.
• Track progress on initiatives and deadlines across departments.
• Improve communication flow between Marketing, Finance, Sales, Operations, and Analytics.
• Surface issues needing CEO attention and ensure timely resolution.
• Support rollout of internal processes, systems, and organizational improvements.

Finance & Analytics Support

• Partner with Finance & Analytics teams to gather KPI data and prepare dashboard summaries.
• Create visual reports and easy-to-read insights for CEO 1:1s and leadership meetings.
• Ensure department heads submit required financial and operational input on time.
• Review draft inputs to ensure alignment with project needs and strategic goals, cleanse data, and manage follow ups before final submission to Finance.
• Assist with board packet preparation, monthly/quarterly reporting, annual budget process management, and special projects.
• Monitor departmental activities throughout the year and communicate to Finance about any exceptions or changes from budget.
• Support basic analysis and help translate numbers into actionable recommendations.

Salesforce + Data Visualization

• Extract and organize data from Salesforce for reporting and leadership reviews.
• Track Salesforce project initiatives and ensure completeness and accuracy of data through robust processes.
• Steward in tandem with internal employees and external developer’s salesforce reports and dashboards.
• Utilize and steward charts, visuals, and summaries in Excel/Power BI (or similar) leveraging internal analytics staff.
• Track pipeline trends, growth metrics, and activity for the CEO and CRO.
• Highlight insights, anomalies, and opportunities for leadership

Commercial (Sales) Support

• Help maintain cadence for weekly sales reviews and accountability.
• Prepare dashboards and pipeline summaries.
• Coordinate cross-functional needs between Sales, Finance, and Operations.
• Track follow-ups, proposals, pricing approvals, and key customer activities.

Talent Networking & Pipeline Development

• Build and maintain a light network of potential future hires for key roles.
• Conduct LinkedIn outreach or light sourcing for emerging needs.
• Attend occasional industry events, webinars, or networking opportunities.
• Assist the CEO and leaders in identifying talent early and building a future pipeline.
• Keeping a pulse on morale, bandwidth, and cultural dynamics. (This is not a full HR/recruiting function, more proactive networking and awareness.)

Special Projects & Growth Initiatives

• Lead or support cross-functional projects assigned by the CEO.
• Assist with process improvements, technology rollouts, or new operational initiatives.
• Manage and support acquisition and partnership integrations as a Project Manager.
• Conduct simple research, benchmarking, and presentations.
• Help drive new ideas into structured plans and follow-through.

• Bachelor's degree but will consider Associates with appropriate years of experience

• 5–8 years of experience in operations, project management, executive support, business coordination, analytics support, or similar roles.
• Strong Excel/Google Sheets skills; Salesforce experience preferred or willingness to learn quickly.

• Strong organization, communication, and follow-through skills.
• Ability to manage multiple priorities and keep others organized.
• Comfort working with numbers, dashboards, and visual reports.
• Ability to work collaboratively with senior leadership and cross-functionally.
• High discretion, professionalism, and reliability.
• Strong relationship-building skills for networking and internal alignment.
• Proactive, resourceful, and “always one step ahead”.
• Strong attention to detail.
• Thrives in a fast-paced, growing environment.
• Comfortable handling both tactical and strategic tasks.
• Positive, team-oriented, and confident communicator.
• Enjoys building structure where needed.