Business Operations Specialist

Position Overview: GeoMarvel seeks a proactive, highly organized Operations & Business Support Specialist to provide day-to-day administrative, operational, and project support to the management team, including the CEO, COO, Director of Services, and Director of Business Development. This role keeps the management team running efficiently by managing priorities, calendars, communications, meetings, travel, and key administrative processes. It also supports Services through time and customer-portal reporting and new client setup, and Business Development through proposal support and meeting scheduling. The expected breakdown of work will be 60% aligned with Executive Team (COO & CEO), 20% for Business Development and 20% for Services. The ideal candidate brings professional maturity, exceptional judgment, discretion, follow-through, and communication skills, and is comfortable juggling priorities, handling confidential information, improving processes, and owning the details that help the team succeed.

Executive Team Support: Manage company and management team calendars, prioritize competing requests, and anticipate upcoming commitments. Coordinate team travel, including transportation, lodging, itineraries, and meeting logistics. Plan and support meetings, including agendas, presentations, read-ahead materials, invitations, and follow-up documentation. Draft, format, and distribute correspondence, letters, memos, reports, contracts, briefings, and other business materials, including confidential documents, to GeoMarvel standards. Maintain organized, accurate, and secure electronic records and files. Support recruiting and onboarding, including job-description content, welcome materials, collecting, validating, and securely maintaining onboarding documentation. Assess and improve administrative processes, systems, policies, and workflows.

Services Team Support: Run weekly timekeeping and service reports and follow up with staff to ensure time is complete, accurate, submitted on schedule, and charged to the correct clients, projects, and categories. Review customer portals weekly to confirm service activity, time, and client information are current, and flag discrepancies to the Director of Services. Set up new clients in GeoMarvel systems, including account records, portal access, and billing and timekeeping configuration.

Business Development Team Support: Schedule sales and client meetings and help prepare supporting materials. Maintain a current library of reusable proposal content, including past performance, resumes, and boilerplate language. Assist with RFP and proposal responses, including content gathering, formatting, and draft assembly. Maintain sales presentations, capability statements, proposal templates, and other sales materials to GeoMarvel brand standards.

Qualifications: Experience supporting executive leaders or management teams in an administrative, executive-assistant, operations, or similar role. Excellent written, verbal, and interpersonal communication skills, including strong technical writing and editing. Strong organization, time management, and attention to detail, with the ability to independently manage competing priorities under tight deadlines. Sound judgment and problem-solving skills, with the ability to anticipate the management team’s short- and long-term needs. Poise, tact, and discretion with confidential information, and persistence in following up with clients and staff to resolve outstanding items. Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, SharePoint), including polished executive-level documents and presentations. Comfort with financial documents, invoices, expense records, and billing or accounts receivable processes.

Preferred: experience with proposal development or RFP assembly, and with time-tracking or professional services automation (PSA) systems. Quick to learn new systems, technologies, and processes, and able to collaborate effectively at all levels of the organization. xhqgsiq Must be legally eligible to work in the United States.