Operations Specialist

Description

• Coordinate cross-functional participation in town halls, team meetings, and quarterly updates. Support guest speakers and drive premeets.
• Partner with the events and marketing team to develop and execute client, PR and employee events. Coordinate domestic and international itineraries as required. Proactively manage event details and pre-meets to ensure success.
• Collaborate with Retail partners in Marketing, Research, Consulting, and Finance to ensure operational alignment and execution excellence.
• Serve as a key point of contact for clients and internal stakeholders, coordinating meetings and pitches, office visits, and material distribution.
• Build strong relationships across platforms to facilitate communication, problem-solving, and decision-making.
• Contribute to project management efforts by tracking deliverables, timelines, and cross-functional dependencies.
• Support ICSC and client events, ensuring seamless coordination with outside vendors and timely payments. Attend conferences across the U.S. to provide client/brokerage support.
• Partner with Marketing on major events, including managing distribution lists, coordinating vendors, and assisting with budget administration.
• Maintain distribution lists, dashboards, and reporting tools to ensure accurate, real-time information sharing.
• Generate and maintain Engage reports to track project and deal status. Supply pipelines from Engage to support business forecasts.
• Manage logistics for internal and client-facing events, including ICSC conferences (Las Vegas & New York City), booth activations, and client entertainment.
• Partner with Finance to manage event budgets including client parties, conventions, and conferences.
• Support vendor management, contract renewals, and budget tracking in partnership with Finance and TDS.
• Partner with marketing to draft and edit correspondence, memos, and announcements to ensure consistent, professional communication across the platform for town halls and internal and external events.
• Support onboarding for new brokers across the U.S. and maintain accurate, up-to-date primary broker lists.

Requirements

• Experience managing dashboards, data-driven reports, and operational tracking tools.
• Bachelor’s degree or equivalent experience preferred.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Strategic thinker with the ability to anticipate needs and identify potential issues before they arise.
• High emotional intelligence, professional presence, and the ability to build trust with senior leaders and clients.
• Exceptional written and verbal communication skills, including experience preparing executive-level correspondence and presentations.
• Excellent project management, prioritization, and time management skills.
• Technical aptitude and ability to learn new tools such as Engage, Placer, and CRM platforms
• 5+ years of executive support or operations experience in a professional services or corporate environment.
• Proven ability to maintain confidentiality, exercise discretion, and sound judgment. Calm and resourceful under pressure, with an initiative-taking, solution-oriented mindset.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance