Manager, Administrative Operations

About the role

The Sr. Manager, Administrative Operations sits at the center of the business and owns the day-to-day operational backbone of Free Association Live (FAL). You'll work across legal, IT, finance, HR, and external partners — triaging, routing, tracking, and closing. You're not here to coordinate around work; you're here to own it. This is a hands-on execution role for someone equally comfortable building a compliance tracker, pushing a vendor on a missed deadline, framing a business problem for executive leadership, and prepping materials for a Board meeting.

Key Responsibilities

• Operational Infrastructure & Compliance

• Track and manage business licenses, registrations, filings, renewals, and applications across entities and jurisdictions
• Maintain a centralized compliance calendar with clear ownership, proactive follow-up, and escalation protocols
• Ensure the organization's compliance with applicable licensing, certification, and regulatory requirements across all operating locations
• Stay current on changes to government rules and regulations relevant to administrative operations, and implement updates accordingly

• Administrative Operations & Intake

• Serve as the central intake point for administrative items, including scanned mail, VOIP messages, and external correspondence
• Triage, route, and track items to resolution, ensuring visibility and accountability
• Build and maintain SOPs, documentation, and file management systems that create institutional memory and operational consistency

• Vendor Coordination & Follow-Through

• Coordinate across external partners including IT, accounting, HR, legal, and operations vendors
• Track open items, push timelines, and ensure work is completed
• Act as the internal owner of follow-through across cross-functional workstreams

• Employee Operations & Logistics

• Manage device purchasing and employee setup logistics in coordination with IT
• Ensure operational readiness for onboarding, including equipment and basic setup
• Maintain visibility into device inventory and replacement needs

• Systems, Tracking & Visibility

• Build and maintain simple, reliable trackers for deadlines, deliverables, and ownership
• Identify gaps and implement practical process improvements
• Ensure consistency without overcomplicating systems

• Operational Clearinghouse

• Act as the primary point of contact for day-to-day operational needs that do not clearly sit with HR or Finance
• Rout requests, establish ownership, and ensure completion
• Bring structure to a distributed and evolving operating environment

• Strategic Support & Executive Partnership

• Act as a strategic thought partner and operational right hand to the COO, consolidating needs, notes, and action items to ensure leadership focus and clarity
• Frame problems and propose structures that help leadership fully understand situations and drive organization-wide action plans
• Support preparation of materials for leadership meetings, including internal reviews, SteerCo discussions, and Board of Directors materials where applicable
• Handle sensitive information with discretion and sound judgment

Qualifications

• 5–7 years of experience in operations, business operations, or similar roles
• Strong operator who is comfortable owning both execution and structure
• Experience developing and implementing policies, procedures, and operational systems
• Hightly organized with strong follow-through
• Proactive, responsive, and solutions-focused
• Comfortable working across multiple stakeholders and external partners
• Thrives in environments that are growing and not fully built

Core Skills

• Strong operational execution and follow-through
• Tech-forward mindset, comfortable learning and working across platforms such as Rippling, Ramp, and similar tools
• Ability to manage and track multiple workflows across systems
• Vendor coordination and cross-functional communication
• Compliance tracking and deadline management
• Process building and documentation
• Clear written and verbal communication
• Strong organization and calendar management

Preferred Skills

• Experience preparing materials for leadership teams, SteerCo, or Board of Directors
• Strong PowerPoint and presentation development skills
• Exposure to financial, operational, or investor reporting environments
• Experience working in multi-entity or multi-location businesses