Business Operations Manager

Category: Operations

Location: Concord, Massachusetts

Work Arrangement: Remote

Type: Part-time

Our client, a Boston-based leadership development and executive coaching firm founded in 2012 and serving higher education, health care, and other mission-driven organizations, is seeking a Business Operations Manager (Part-Time).

Hours/Schedule : Approximately 20 hours/week, hours may vary slightly week to week based on needs

Job Type : Part-time, contact to start with an opportunity to join the team long-term

Location Requirements : Remote, with occasional in-person meetings in the Concord, MA area

Rate : $35–$40/hour, commensurate with experience

Job Description : The firm partners with institutional leaders through executive coaching, 360 feedback processes, team development engagements, cohort leadership development programs, and organizational development work.

The firm is hiring a dedicated operations professional, reporting to the President. This person will run the day-to-day business operations of a growing boutique firm — contracts, invoicing, payments, client communications, and the systems behind them. The right person is a seasoned, self-directed professional who represents the firm professionally, makes sound judgment calls with minimum oversight, and is energized by building a well-run operation for an expanding organization. This is a long-term opportunity for someone excited to develop alongside a high-quality consultancy.

Responsibilities :

Contracts & Client Communications

Serve as the primary point of contact for client communications related to contracts, invoices, proposals, and scheduling Manage the proposal-to-contract process from first draft through execution; review client contracts against the firm’s standard terms, flag deviations, and prepare redlines for the President’s review Maintain and optimize the firm’s Airtable base for prospects, clients, contracts, and task management Draft subcontractor agreements using the firm’s templates Develop a deep understanding of the firm’s services to represent the firm effectively

Bookkeeping & Financial Reporting

Manage day-to-day bookkeeping, including invoicing and accounts receivable, accounts payable, vendor bills and subcontractor payments Administer payroll through the firm’s payroll provider Maintain accurate books and complete monthly account reconciliations Prepare monthly and quarterly financial snapshots (P&L, income vs. expense) and maintain a working budget and cash-flow forecast Organize year-end records and coordinate with the firm’s outside accountant on tax filings, including 1099s Partner with the President on annual budgeting and growth planning, translating financial data into clear, actionable insights

Operations Leadership & Systems

Own and lead the weekly business operations meeting: track the full workload, set priorities, surface issues, and identify decisions or input needed from the President Design, document, and continuously improve internal processes and standard operating procedures Manage document organization, knowledge management, and file sharing with subcontractors Develop and maintain vendor relationships Conduct website maintenance and updates

Program Support

Administer back-end 360 feedback processes (Korn Ferry, LVI, and other instruments) and manage vendor relationships Manage administrative workflow for coaching packages and 360 engagements: build timelines, update orientation slide decks, and maintain internal communications Manage client-facing documents Coordinate with subcontracted coaches and facilitators, ensuring they have what they need Support retreat and workshop logistics

Qualifications :

Experience & Qualifications

Bachelor’s degree and 7+ years of progressive administrative, operations, or executive-assistant experience, ideally supporting client-facing, executive-level work Hands-on bookkeeping experience, including invoicing, AP/AR, payroll processing, and monthly reconciliations; proficiency in QuickBooks Online or similar; familiarity with Gusto or similar Experience managing contracts and agreements from draft through execution Advanced proficiency with Google Workspace, Microsoft Office, and Dropbox; experience with Airtable or similar database tools strongly preferred Excellent, polished written and verbal communication Demonstrated discretion with confidential information — this role regularly involves coaching and personnel-related matters Familiarity with higher education, health care, coaching, or consulting environments a plus Able to meet in person in the Concord, MA area every 4–6 weeks

Behavioral Competencies

Energized by growth — thrives in a dynamic, evolving organization and is excited to grow alongside the firm Structured and precise — plans ahead, brings order to competing demands, and carries work through to completion with care and accuracy Systems-minded — looks for ways to continuously strengthen how the firm runs Resourceful judgment — navigates ambiguity with confidence, makes sound calls independently, and knows when to bring leadership in Owns outcomes — takes full responsibility for results and communicates proactively so nothing falls through the cracks A true partner — builds strong relationships, listens well, and brings emotional intelligence to problem-solving

FlexProfessionals respects and seeks to empower each individual and support the diverse cultures, perspectives, skills, and experiences of its candidate network. FlexProfessionals does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by appropriate law. The candidates whose resumes are shared with our business clients are selected on the basis of qualifications, merit, and business needs.

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