Business Operations Coordinator

Job Description

We are looking for an experienced, highly organized Business Operations Coordinator to keep the firm running well and to own the operating processes behind our executive team, our partner program and our business development data.

This is not a traditional administrative assistant role. You will support the Managing Partner and other leaders, but you will also own areas of the business end to end. We want someone who notices what needs attention, closes the loop without being reminded, improves recurring processes and puts spare capacity to productive use.

What you will own

Executive scheduling and firm coordination

• Manage calendars for the Managing Partner and other members of leadership, anticipate conflicts and propose solutions.

• Arrange travel, expenses submission and in-person logistics for the Managing Partner and other leaders.

• Coordinate internal, client, prospect and software-partner meetings across multiple calendars, including client calendars when authorized.

• Schedule interviews for candidates advancing through our ATS and make the candidate experience responsive and professional.

• Set up Zoom and Teams meetings, prep sessions and materials. Book in-office days and meeting space through Regus or similar providers.

• Run regular check-ins with leadership, maintain action lists and follow up with owners so commitments do not disappear after a meeting.

Partner program operations

• Maintain the operating record for each software partner agreement: deal registrations, referral submissions, commission and referral revenue tracking, certification requirements and renewal dates.

• Maintain relationship maps of partner sales and alliance contacts, including the accounts and territories each covers.

• Flag to leadership when representatives from different partners are working the same target account.

• Coordinate partner-facing logistics: portal access, co-marketing assets, joint meeting scheduling and follow-up.

Salesforce and business development data

• Own Salesforce data quality: keep account and contact records current, find and fix stale or inconsistent data, and drive the right person to supply missing information.

• Enrich accounts and contacts from conversations, public sources and partner intelligence so that account history and context live in one place.

• Perform account and contact research and build target lists in support of the SDR and leadership.

• Set up and maintain outreach lists and sequences in Mailshake for the SDR and produce simple outreach activity reporting.

• Maintain the firm's purchased and subscribed data sources and recommend additions or corrections.

• Build productive working relationships with executive assistants at clients, prospects and partners.

Onboarding, offboarding and systems

• Own administrative onboarding for new employees and associates: first-month schedule with the manager, introductions, accounts, licenses, access and basic firm information.

• Be the first point of contact for new people during their initial weeks.

• Administer licenses and user access across Google Workspace, Zoom, Lucid, Salesforce, our ATS, Mailshake and other SaaS tools; identify unused licenses; coordinate AWS and Amazon Business account administration with the responsible engineer.

• Maintain the firm's access and credential inventory in the approved password manager, enforce MFA on administrative accounts, and remove access within one business day of a departure or role change.

• Manage Zoom cloud recordings and verify storage and delete redundant copies.

• Maintain naming conventions, folder structures and short written procedures so records can be found by anyone.

LinkedIn, website and external providers

• Publish LinkedIn posts from content supplied by leadership and marketing, and keep the company page consistent and professional.

• Make routine WordPress updates to the website and coordinate larger changes with outside resources.

• Coordinate external marketing, graphics, content and legal providers: hand off assignments clearly, track open work and route completed deliverables to the right person.

Presentations, spreadsheets and meeting support

• Build and format client-ready PowerPoint presentations from content supplied by leadership and subject-matter experts.

• Build and maintain Excel trackers, lists and basic analyses using formulas, filters, lookups and pivot tables.

• Prepare agendas for key internal meetings; attend selected meetings, capture decisions and actions, and file them in the right system.

Continuous improvement and learning

• Continuously evaluate recurring work and implement better ways to do it, including standardization, automation and appropriate use of GenAI tools within the firm's data-handling rules.

• Build working knowledge of the firm's data management and consulting business so that your context and judgment improve over time.

• When core administrative work is under control, move capacity to partner operations, CRM enrichment, research and process improvement without waiting to be asked.

Qualifications

What we are looking for

• Several years of experience in business operations, executive support, professional-services administration, sales operations or a similarly broad coordination role, with a track record of staying long enough in prior roles to take real ownership.

• Demonstrated experience managing complex calendars and follow-up for executives or senior professionals.

• Exceptional organization and attention to detail; high responsiveness; a strong instinct to close the loop.

• A proactive operating style: you identify additional work, risks and improvements rather than wait to be assigned every task.

• Sound judgment about when to act, when to recommend and when a question genuinely needs an answer first.

• High integrity and discretion with confidential company, client, employee, partner and system information.

• A courteous, professional communication style, written and spoken, that sets a constructive tone with colleagues, candidates, clients, partners and providers.

• Solid PowerPoint and Excel skills. 

• Experience with Salesforce or another CRM and a real appreciation for data quality and disciplined capture.

• Experience with Google Workspace and comfort learning and administering SaaS tools.

• Effective in a fully remote environment across countries and time zones, collaborating over Zoom, Teams and email.

• Curiosity, an interest in learning the data and consulting space, and a desire to become highly capable with GenAI tools.

• Comfortable with occasional travel or in-person meetings when there is a business reason.

Helpful but not required

• Experience in consulting, professional services, technology, data management, legal, accounting or another client-service environment.

• Experience with ATS, WordPress, Zoom administration, LinkedIn company-page administration, Mailshake or similar tools.

• Experience supporting a software partner or channel program, or coordinating external vendors.

• Experience with prospect and account research.

DataCatalyst is an equal opportunity employer. Employment is contingent on a background check conducted in accordance with applicable law.

Additional Information

What Sets Us Apart

At DataCatalyst, you’re not a cog in a machine—you’re a trusted partner. Our culture is defined by:

• Impact-driven work: Your insights and execution shape client strategy and operational clarity.

• Collaborative excellence: We value respectful disagreement, diverse perspectives, and direct communication built for speed and precision.

• Entrepreneurial, low-bureaucracy environment: We move fast, make decisions with limited information, and rely on resourcefulness and clarity.

• Accelerated growth: By working alongside veteran consultants on focused, high-impact projects, you'll sharpen expertise swiftly—taking ownership and growing as a revenue-driving member of the team.

• Quality of Life: With our fully remote, low-travel model, you can do challenging, high-impact work without sacrificing personal priorities. We believe great consulting doesn’t require endless flights or late nights—it requires focus, autonomy, and sustainable balance.

Ready to Apply?

If you’re detail-obsessed, client-centric, and excited by the idea of crafting data clarity from chaos, we’d love to talk. Come help us bring trusted, high-impact data solutions to enterprises across the globe—without sacrificing balance, autonomy, or growth.