Executive Operations Manager & CEO Support | Project Management | Long-Term | Hourly

IMPORTANT Type “MGM” at the top of your cover letter to confirm that you read this entire job description. Applications that do not begin with MGM will not be reviewed. ⸻ About Us Manifest Greatness Media (MGM) is a strategic communications, public relations, branding, and consulting firm led by CEO Tomika Anderson. We partner with nonprofit organizations, government agencies, executives, entrepreneurs, and mission-driven organizations to strengthen communications, build strategic partnerships, improve operations, and execute high-impact initiatives. Beyond client work, our CEO leads multiple businesses, nonprofit initiatives, travel brands, speaking engagements, and special projects. No two days are exactly alike, and that’s exactly how we like it. We’re looking for an experienced Executive Operations Manager who can become a trusted extension of our leadership team—someone who thrives on bringing order to complexity, enjoys solving problems, anticipates needs, and takes ownership of helping an organization run more efficiently. This is not an entry-level position. We’re looking for someone who can think critically, communicate proactively, and execute with excellence while requiring minimal supervision. If you prefer detailed step-by-step instructions for every task, this position is probably not the right fit. ⸻ About the Role You will work directly with CEO Tomika Anderson, providing executive-level operational support across multiple businesses, nonprofit initiatives, consulting engagements, speaking opportunities, travel operations, and strategic projects. This role is much more than calendar management. You’ll serve as a trusted operational partner who helps organize priorities, improve systems, coordinate projects, communicate with stakeholders, anticipate needs, and ensure important initiatives continue moving forward. We’re looking for someone who naturally asks: “What needs to happen next?” …and then takes the initiative to make it happen. You should enjoy bringing structure to fast-moving environments, creating clarity from complexity, and helping a CEO focus on the highest-value work. ⸻ Executive Support •⁠ ⁠Manage complex executive calendars across multiple organizations and time zones •⁠ ⁠Coordinate meetings, interviews, speaking engagements, media opportunities, and client appointments •⁠ ⁠Prepare meeting agendas, briefing documents, and executive materials •⁠ ⁠Draft, edit, and proofread professional emails and correspondence •⁠ ⁠Organize executive priorities and daily workflow •⁠ ⁠Coordinate domestic and international travel arrangements when needed •⁠ ⁠Track important deadlines and upcoming commitments •⁠ ⁠Handle confidential information with professionalism and discretion •⁠ ⁠Anticipate scheduling conflicts and proactively resolve them •⁠ ⁠Ensure executive priorities stay aligned with organizational goals ⸻ Operations & Project Management •⁠ ⁠Manage multiple ongoing projects simultaneously •⁠ ⁠Track timelines, deliverables, milestones, and project progress •⁠ ⁠Coordinate communication across internal and external stakeholders •⁠ ⁠Follow up on outstanding tasks without needing reminders •⁠ ⁠Maintain project trackers and operational dashboards •⁠ ⁠Develop, document, and improve Standard Operating Procedures (SOPs) •⁠ ⁠Recommend better workflows and operational improvements •⁠ ⁠Identify bottlenecks and propose practical solutions •⁠ ⁠Organize systems that improve efficiency and scalability •⁠ ⁠Assist with implementation of new operational processes and tools ⸻ Administrative Operations •⁠ ⁠Conduct online research and prepare executive summaries •⁠ ⁠Create reports, spreadsheets, presentations, and business documents •⁠ ⁠Organize Google Drive and digital filing systems •⁠ ⁠Maintain CRM records and business databases •⁠ ⁠Prepare proposals, contracts, invoices, and client-facing documents •⁠ ⁠Coordinate vendor communication and follow-up •⁠ ⁠Assist with travel logistics and event coordination •⁠ ⁠Track administrative deadlines and recurring responsibilities •⁠ ⁠Maintain organized business records and documentation ⸻ Communication •⁠ ⁠Communicate professionally with clients, partners, vendors, and team members •⁠ ⁠Draft polished communications on behalf of leadership •⁠ ⁠Follow up on meetings, commitments, and action items •⁠ ⁠Help manage executive email when assigned •⁠ ⁠Represent Manifest Greatness Media professionally in written communication •⁠ ⁠Build positive relationships with internal and external stakeholders ⸻ AI & Technology We actively leverage technology to improve efficiency and deliver higher-quality work. The ideal candidate is comfortable using AI tools responsibly to: •⁠ ⁠Accelerate research •⁠ ⁠Draft and edit documents •⁠ ⁠Summarize information •⁠ ⁠Improve workflows •⁠ ⁠Brainstorm ideas •⁠ ⁠Organize complex information •⁠ ⁠Increase productivity while maintaining excellent judgment Experience with ChatGPT, Claude, Gemini, or similar AI platforms is highly preferred. ⸻ What We’re Looking For Our ideal team member: •⁠ ⁠Thinks several steps ahead •⁠ ⁠Solves problems before they become problems •⁠ ⁠Pays exceptional attention to detail •⁠ ⁠Learns quickly with minimal training •⁠ ⁠Takes ownership of outcomes •⁠ ⁠Communicates proactively •⁠ ⁠Thrives in a fast-paced entrepreneurial environment •⁠ ⁠Is resourceful, organized, and dependable •⁠ ⁠Prioritizes effectively when multiple deadlines compete •⁠ ⁠Produces consistently high-quality work •⁠ ⁠Enjoys improving systems rather than simply maintaining them •⁠ ⁠Is comfortable making informed recommendations •⁠ ⁠Takes pride in helping others succeed We value initiative far more than micromanagement. ⸻ Required Qualifications •⁠ ⁠Proven experience supporting CEOs, founders, or senior executives •⁠ ⁠Previous experience as an Executive Assistant, Executive Operations Manager, Executive Virtual Assistant, Project Coordinator, or similar role •⁠ ⁠Outstanding written and spoken English •⁠ ⁠Excellent organizational and time-management skills •⁠ ⁠Strong project management abilities •⁠ ⁠Excellent research skills •⁠ ⁠Ability to work independently with minimal supervision •⁠ ⁠Professional communication skills •⁠ ⁠Strong critical-thinking and problem-solving abilities •⁠ ⁠High level of discretion with confidential information •⁠ ⁠Ability to manage multiple competing priorities •⁠ ⁠Strong follow-through and attention to detail •⁠ ⁠Comfortable learning new software quickly ⸻ Preferred Experience Experience with some or all of the following: •⁠ ⁠Google Workspace •⁠ ⁠Microsoft Office •⁠ ⁠Canva •⁠ ⁠HoneyBook •⁠ ⁠Notion •⁠ ⁠Airtable •⁠ ⁠Trello •⁠ ⁠ClickUp •⁠ ⁠Asana •⁠ ⁠Monday.com •⁠ ⁠Slack •⁠ ⁠Zoom •⁠ ⁠QuickBooks (basic administrative support) •⁠ ⁠CRM platforms •⁠ ⁠ChatGPT •⁠ ⁠Claude •⁠ ⁠Gemini •⁠ ⁠Other AI productivity tools Experience improving operational systems, documenting processes, or supporting growing businesses is highly desirable. ⸻ Contract Details •⁠ ⁠Part-time to start (approximately 25–30 hours per week) •⁠ ⁠Long-term opportunity with room for growth •⁠ ⁠Flexible schedule •⁠ ⁠Hourly, non-commission position •⁠ ⁠Compensation based on experience and qualifications Communication Policy To ensure a fair and organized hiring process, please communicate with us exclusively through Upwork throughout the application and interview process. Please do not email our company, send LinkedIn connection requests or messages, contact team members directly, or attempt to reach us through social media regarding this position. Applications and all hiring communications will be managed through Upwork. Candidates who disregard this request may be removed from consideration. We appreciate your professionalism and look forward to reviewing your application through the proper channel. ⸻ Hiring Process Qualified candidates may be invited to complete a paid skills assessment that reflects the type of work performed in this role. We believe demonstrated ability is one of the strongest predictors of long-term success. ⸻ To Apply Please include: •⁠ ⁠A brief introduction about yourself •⁠ ⁠A summary of your experience supporting CEOs, founders, or senior executives •⁠ ⁠An example of a complex project you managed independently from start to finish •⁠ ⁠The software, AI tools, and project management platforms you’re proficient in •⁠ ⁠Your desired hourly rate •⁠ ⁠Your availability and time zone •⁠ ⁠In one or two sentences, tell us what makes you exceptional at this type of work. Remember: Begin your cover letter with MGM. Applications that do not begin with MGM will not be reviewed.