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Head of Executive Operations

Head of Executive Operations

Glocap Investment Professionals & ExecutivesNew York, NY, United States
7 hours ago
Job type
  • Full-time
Job description

COMPANY : Entertainment

POSITION : Head of Executive Operations

LOCATION : Relocation required to Paris, France with 30% travel to US / EU / Asia

HOURS : 8 : 00AM - 6 : 00PM with flexibility, requires 24 / 7 mindset

COMPENSATION : $250-350K + Discretionary Bonus

BACHELOR’S DEGREE : Preferred

Our client is a globally recognized creative leader and innovator at the intersection of music, fashion, entertainment, sports, and hospitality. We are seeking a senior operator to professionalize and lead the executive operations function. This role is a people leader and system builder for the EA / PA pod—harmonizing workflows, setting standards, and removing obstacles so assistants can operate at a world‑class level. You will be the first escalation point for complex logistics and an experienced backup who can step in as a senior EA when needed. It is important to note that this is not a Chief of Staff role and there is no content / strategy mandate; it is an executional leadership role focused on time, logistics, communications, and operational excellence. You should have an understanding of how to run a business and what needs to be prioritized accordingly. You’re someone who thinks no job is too small, that is humble and excited to learn.

Responsibilities :

  • Lead, coach, and performance‑manage the EA / PA pod; run weekly 1 : 1s, standups, and continuous training.
  • Design and enforce gold‑standard operating procedures for calendar defense, meeting production, briefings, follow‑ups, and information flow.
  • Own the executive travel program (commercial & private) : approvals, vendor relationships, VIP services, visas, insurance, contingency planning, and post‑mortems.
  • Institute coverage models and on‑call rotations; provide acting‑EA coverage for Principal / CEO during absences, peak periods, or crises.
  • Create a consistent briefing pipeline (context, attendees, goals, decision logs) and maintain action trackers until completion.
  • Establish communication protocols (inbox triage, response SLAs, drafting standards, signature authority) and route messages appropriately.
  • Build and steward the executive relationship / CRM system in partnership with brand / partnerships teams; program touch points (gifting, notes, invites).
  • Partner with Security / Protection, Production, Fashion / Brand, Legal / Finance, and IT to align plans, manage risk, and ensure confidentiality.
  • Own information governance : document naming, version control, secure sharing, device and data hygiene, and NDA compliance.
  • Manage vendors and budgets for executive operations (travel agencies, car services, couriers, hospitality, etc.); track spend and negotiate rates.
  • Continuously improve tooling and automations (e.g., Google Workspace, Microsoft 365, Slack, Notion / Asana, Airtable, CRM).
  • Recruit, onboard, and build a bench of high‑caliber EAs / PAs; run hiring processes and probation reviews.

Requirements :

  • 10+ years in executive support / operations, including 5+ years managing assistants or a multi‑assistant office.
  • Mastery of complex, multi‑time‑zone calendaring and meeting orchestration (in person and virtual).
  • Travel program leadership : private / commercial aviation, VIP services, visas, insurance, charters, security coordination.
  • Information governance and privacy best practices; experience partnering with Legal / IT on confidentiality and data protection.
  • Budgeting and vendor management, including rate negotiation and spend reporting.
  • Fluency with Google Workspace and Microsoft 365; proficiency with Slack and at least one work‑management platform (e.g., Notion / Asana) and a CRM (e.g., Airtable).
  • Professional fluency in English and French required; additional languages a plus.
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    Executive Head Of • New York, NY, United States

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