Executive Operations Manager

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    "location": {
      "city": "Phoenix",
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      "postalCode": "85005",
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    "datePosted": "2026-06-02",
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    "description": "<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt; font-weight: bold\">THIS POSITION IS FOR CANDIDATES BASED IN PHOENIX, AZ. (This role requires up to 10% travel annually, including occasional trips for team meetings, training, or client-related activities).</span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\"> Sonatafy Technology, headquartered in Scottsdale, Arizona, is an award-winning nearshore software development company with a strong reputation. They have a dedicated in-house team of engineers that offers end-to-end software solutions and supports client development staff augmentation. Catering to companies of all sizes and industries, including some of the world's largest brands, Sonatafy Technology is a trusted provider of nearshore enterprise-level cloud and mobile application software development services.</span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\"> We have completed 60+ client engagements, earned 3x recognition on the Inc. 5000, and achieved 408% revenue growth over 3 years. Our founder and CEO is a serial entrepreneur who has launched 30+ companies over 25+ years, is a Forbes Technology Council member with 248+ published articles, is a host of the Software Leaders Uncensored podcast (195+ episodes), and is the author of two published books with three more currently in development.</span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Sonatafy operates at the intersection of enterprise technology consulting, software delivery execution, AI and technical strategy, thought leadership and media, and growth stage GTM expansion. </span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">This role sits at the center of it all. The Role This is a hands-on execution and operations role. You will help the CEO and leadership team run priorities efficiently through structure, process, communication, and follow-through. You will keep projects on track, keep meetings productive, keep our systems (ClickUp and HubSpot) clean and up to date, and ensure commitments are documented, visible, and completed.</span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">This is primarily an execution and coordination role, not a strategic decision-making role. You will not be making decisions on behalf of the CEO. Your job is to make sure the right things get done, on time, with clear ownership. You will report directly to the CEO and work alongside a leadership team that includes a CTO, VP of Marketing, VP of Operations and Account Management, Director of Technical Strategy and Growth, Principal Data and AI Architect, and several fractional and outsourced partners. Internal Operations Focus with Limited Client Interaction </span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">This role is primarily focused on internal execution, operations, project coordination, and executive support. Approximately 80% to 90% of your time will be spent coordinating internal initiatives, managing operating cadence, supporting leadership meetings, maintaining systems, tracking accountability, and helping keep projects moving across the organization.</span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Occasionally, you will support client, prospect, partner, and executive interactions by helping prepare briefing materials, coordinating meetings, assisting with proposal efforts, documenting follow-up actions, and ensuring commitments are tracked through completion. </span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">The ideal candidate is comfortable interacting professionally with senior business and technology leaders, but this is not an account management, sales, customer success, or client services role. The primary focus is operational execution and organizational effectiveness.</span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt; font-weight: bold\">What You Will Do</span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt; font-weight: bold\">Operating Cadence and Accountability Systems </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Run the weekly, biweekly, monthly, and quarterly meeting rhythm. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Maintain dashboards, trackers, and reporting in ClickUp and HubSpot so that priorities, deadlines, owners, and status are always visible. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">When something is slipping, you see it first and flag it.</span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt; font-weight: bold\">Project coordination </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Keep high-priority projects moving from kickoff through completion. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Examples include proposal coordination, marketing campaign rollouts, operational process rollouts, website and digital property launches, and research or partnership projects. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">You track the steps, follow up with owners, and keep the timeline honest.</span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt; font-weight: bold\">Meeting facilitation and follow-up </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Prepare agendas, take notes, and document decisions, next steps, owners, and deadlines for leadership meetings and cross-functional syncs. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">You make sure every meeting ends with a clear record and that the follow-ups actually happen.</span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt; font-weight: bold\">Systems administration </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Build and maintain Click-Up spaces, folders, lists, custom fields, dashboards, and automations. Pull reports from HubSpot, track deal stages, and connect activity to outcomes. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Experience with n8n or similar workflow automation tools is a plus, since we use automation to reduce manual coordination across systems.</span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt; font-weight: bold\">Executive support </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Manage the CEO's scheduling and calendar coordination, prepare briefing materials and meeting prep, and keep recurring follow-ups organized. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">You help protect the CEO's time so it goes to client relationships, strategic direction, and growth.</span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt; font-weight: bold\">Partner and vendor coordination </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Coordinate day-to-day execution with fractional and outsourced partners.</span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Make sure deliverables, timelines, and accountability are clearly defined, and that communication loops stay closed so the CEO does not have to manage every operational interaction. </span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt; font-weight: bold\">What Success Looks Like After 12 Months </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">The leadership meeting rhythm runs predictably without the CEO having to drive it. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Projects move forward with clear ownership and fewer dropped handoffs. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Click-Up and HubSpot are clean, current, and trusted across the team. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Meetings consistently end with documented decisions and owners. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">The CEO spends far less time on coordination, scheduling, and follow-up.</span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt; font-weight: bold\">What We Are Looking For </span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt; font-weight: bold\">Exceptional organizer and executor </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">You are great at keeping many moving pieces on track. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">You build a tracker on Monday and report its status by Friday. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Nothing falls through the cracks on your watch.</span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt; font-weight: bold\">Click-Up and HubSpot proficiency </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">An advanced Click-Up experience is strongly preferred. Candidates should have hands-on experience building workflows, dashboards, automations, reporting structures, and accountability systems within Click-Up or a comparable platform. Working proficiency in HubSpot (pulling reports, understanding deal stages, tracking activity) is also expected, though you do not need to be a HubSpot admin. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Experience with n8n or similar automation tools is preferred.</span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt; font-weight: bold\">Accountability through systems </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">You keep people on track through visibility and structure, documented owners and deadlines, and a reliable operating cadence, not through escalation or micromanagement. </span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt; font-weight: bold\">EOS familiarity is a plus</span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Comfort with EOS concepts and practices (Rocks, Scorecards, L10 meetings, quarterly planning) is helpful. Experience supporting a founder-led EOS environment is valued.</span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt; font-weight: bold\">Clear communicator </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">You write a clean meeting recap, a tidy status update, and a professional email. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">You communicate directly and without ambiguity. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">You know when to handle something yourself and when to escalate it.</span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt; font-weight: bold\">Comfort with multiple workstreams </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Sonatafy runs several initiatives at once across sales, marketing, delivery, AI strategy, and content. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">You are energized by keeping them organized, not overwhelmed by them. </span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt; font-weight: bold\">Business acumen </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">You understand how B2B organizations operate. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">You appreciate the importance of client commitments, executive relationships, proposals, delivery timelines, sales pipeline visibility, and operational accountability. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">You may not own client relationships directly, but you understand how your role contributes to delivering a professional experience for clients and partners. </span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt; font-weight: bold\">Qualifications </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Experience working in a technology services, software consulting, managed services, or software development organization is strongly preferred. </span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Candidates who have supported professional services businesses and understand project delivery, client commitments, sales pipelines, and cross-functional execution will be particularly successful.</span></p>\n<p><br></p>\n<ul>\n<li><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">5+ years in operations, project management, executive support, or program coordination, ideally in technology services, SaaS, consulting, agency, or professional services. </span></li>\n<li><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">A track record of keeping projects, meetings, and reporting on track in a fast-moving, founder-led environment. </span></li>\n<li><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Advanced proficiency with ClickUp (or Asana or Monday with a willingness to adopt ClickUp). Working proficiency with HubSpot. n8n or similar automation experience preferred. </span></li>\n<li><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Experience coordinating outsourced or fractional team members alongside full-time staff. Strong written and verbal communication. You can draft a clean email, a meeting recap, and a status report with equal ease. </span></li>\n<li><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Phoenix metro based, able to work in person regularly with the CEO and leadership team in Scottsdale.</span></li>\n</ul>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt; font-weight: bold\">Preferred Experience</span></p>\n<ul>\n<li><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Experience working in a B2B technology services, consulting, SaaS, professional services, managed services, or software development organization. </span></li>\n<li><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Experience supporting executives who interact regularly with CIOs, CTOs, VP Engineering leaders, and other senior technology stakeholders. </span></li>\n<li><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Strong professional communication skills and executive presence. </span></li>\n<li><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Comfortable participating in occasional client, prospect, partner, and executive meetings.</span></li>\n</ul>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt; font-weight: bold\">Who Will Thrive Here </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">You will likely excel in this role if: You enjoy creating order from chaos. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">You naturally follow up when others forget. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">You enjoy project management, process improvement, and operational coordination. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">You are highly organized and detail-oriented. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">You enjoy working closely with an entrepreneurial CEO and leadership team. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">You get satisfaction from helping others execute successfully. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">You prefer driving execution and accountability over making strategic decisions.</span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt; font-weight: bold\">This Role Is Probably Not For You If </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">You are seeking a strategic Chief of Staff role with decision-making authority. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">You prefer developing a strategy more than executing it. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">You dislike project tracking, follow-up, documentation, or operational coordination. </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">You are looking for a primarily client-facing, sales, or consulting role. </span></p>\n<p><br></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt; font-weight: bold\">How to Apply </span></p>\n<p><span style=\"color: rgb(18, 18, 18); font-size: 12pt\">Send your resume and a short note (one page maximum) describing how you have kept projects, meetings, and teams on track, and which tools and systems you used to do it. We care more about organization, execution, and systems skills than about traditional credentials.</span></p>",
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