Executive Business Partner, Operations & Leadership

Logistics Summary:

• Position: Executive Business Partner
• Type: 1099 subcontractor
• Location: 100% remote, international
• Hours: EST U.S. business hours - part time to transition into full time
• Compensation: location dependent comp ranges between $15-$45/hr USD
• Growth: opportunity for a growth path to Chief of Staff / COO

MUST READ:

Must meet all three to proceed:

1. Weekday availability 9am–6pm ET
2. Compensation ranges: $15–$30/hr international, $30–$45/hr U.S., depending on experience
3. 5+ years in a startup/agencies within a similar role

Seeking you... if you:

• embody being a "driver" of momentum and accountability while having an eagle eye for detail and taking initiative to navigate potential issues before they arise/escalate
• your verbal and written communication skills are the G.O.A.T. — clear, concise, collaborative, and kind
• thrive in a fast-paced, ever-changing environment that requires very high mental acuity, a superior memory, and understanding the situational context within minutes
• have an uncanny ability to “see” how priorities + projects + people + processes are all interconnected and to oversee all of the moving parts cross-functionally
• are masterful at context switching cross-functionally across a wide range of internal team and client-facing situations
• are excited by a people-centric + AI savvy approach to collaborating within a team and committed to DEIB
• are unflappable, reliable, agile, resourceful, action-oriented, no ego, and a hands-on problem solver - heck, you thrive on it!

Who We Are

Magical Teams is a premium operations agency that works with mission driven B2B small businesses. We are strategic and implementation partners who offer custom "team built for you" services that integrate into our clients’ businesses. Our core values are communication, shared ownership, kindness, freedom, and leaning into our optimal zone of discomfort. Our CEO, Christina Salerno, has been building and supporting small businesses for over 15 years and we've built an impressive team who bring a wealth of expertise across all areas of operations. We are a small team with big hearts and exceptional work ethics. We have a very high bar for quality + efficiency.

✨  READ MORE on our Careers Page  ✨

The Role Logistics

This role is a part-time contractor role starting at 15–25 hours per week, with a goal of expanding to full-time and future growth opportunities based on impact and leadership capabilities.

• This is a 100% remote position and we always will be a remote-first company. International candidates are welcome to apply.
• While there is flexibility of hours, this role must be available for prompt responses (within 30min-1hr) between Eastern time zone standard business hours of 9am-6pm EST.
• 1099 subcontractor position with either hourly or retainer based compensation in the range of USD $15-$30/hr for international candidates or $30-$45/hr for U.S. candidates and is based on direct experience.

Responsibilities and Areas of Need

The Executive Business Partner serves as the connective tissue between our leadership team and the rest of the organization. This role blends strategic partnership, operational rigor, project execution, and people coordination. You will anticipate needs, remove friction, keep teams aligned, and ensure leaders stay focused on what matters.

Our leadership team includes: CEO, CRO, CFO, Team Success Director, and Client Success Director. We are high-velocity, deeply experienced operators who moves quickly and expect the same. We are looking for someone who thrives alongside demanding leaders and can translate intensity into clarity and progress.

This role ensures our leadership operate at their highest level so the entire company can scale with clarity, precision, and momentum.

This is not a traditional EA role. It is:

• 40% people and project management, including managing up + down + across
• 30% operations & workflows, ensuring success of our day-to-day ops
• 20% executive and leadership enablement
• 10% strategic initiatives collaboration
  
  

Core Responsibilities

Leadership Support

• Act as a strategic operating partner to the leadership team—anticipating needs, preparing context, clarifying priorities, and reducing decision fatigue.
• Protect executive time by filtering requests, routing questions, drafting responses, unblocking team members, and escalating only what truly needs executive attention.
• Prepare leaders for meetings by pulling relevant context, follow-ups, documents, and data; proactively propose agendas and talking points.
• Translate leadership direction into actionable plans for the team, ensuring clarity of scope, owners, timelines, and success criteria.
• Serve as an accountability partner, helping executives track commitments, decision logs, risks, and cross-team dependencies.

Project & Operations Management

• Own day-to-day project management across internal initiatives—ensuring alignment, tracking deliverables, and driving progress toward deadlines.
• Build, assign, and maintain ClickUp tasks with crystal-clear instructions, context, and success criteria; close open loops and follow up until completion.
• Manage internal operations workflows (client onboarding, team onboarding, finance coordination, recurring tasks, reviews) and improve them for efficiency.
• Track our team's operational commitments including time tracking, capacity, budgets, and cross-team workload distribution.

Communication, Alignment & Information Flow

• Keep information flowing between teams—summarize updates, surface risks early, and ensure everyone knows what decisions were made and what happens next.
• Attend internal meetings as the “capturer of truth”: notes, decisions, risks, action items, owners, and deadlines. Ensure follow-through.
• Draft team-wide communications, announcements, and change-management updates; coordinate implementation with leadership.
• Maintain our internal resource library (checklists, SOPs, documentation) and collaborate with team members to revise outdated or unclear materials.

People & Team Operations

• Support leadership with team onboarding and training.
• Assist with team engagement practices: recognition, check-ins, performance follow-ups, and sentiment tracking.
• Maintain cross-department visibility into priorities, capacities, and needs—surfacing risks or misalignments before they create issues.
• Partner with leadership on org-wide improvements, identifying opportunities to strengthen culture, communication, and team thriving.

Client & Revenue Operations Support

Note: This role partners with CRO + Sales Ops; you will not be responsible for sales execution tasks.

• Serve as a strategic partner to the CRO by maintaining visibility on revenue-related workflows, pipelines, and handoffs — ensuring nothing falls through the cracks.
• Monitor and report on deal status, renewal cycles, and client onboarding pipelines so the CRO has real-time insight into revenue flow, risks and opportunities.
• Facilitate the alignment between sales, operations, and client success teams: identify process bottlenecks, escalate mis-handoffs, and propose corrective options.
• Prepare and maintain key revenue dashboards or summary reports (e.g., pipeline health, win/loss trends, client retention, scope creep) to enable the CRO’s data-driven decisions.
• Support the CRO in revenue-strategy translation: when new client or service models are proposed, help map the implications for operations, client success and internal readiness.
• Capture and track client success transition points — for example, when a new services engagement begins, or when a renewal/upsell is due — and ensure the appropriate internal workflows and communications are triggered.
• Provide the CRO with written observations on trends, friction points or operational risk in the revenue system — and propose strategic improvement opportunities.

Special Projects & Strategic Initiatives

• Lead small-to-medium cross-functional initiatives from idea → plan → execution → reporting.
• Support the leadership with research, analysis, and project scoping.
• Step into temporary “task force” roles when something urgent or important needs tight, hands-on operational ownership.
• Bring structure to ambiguous or evolving problems; work with the team to build and optimize processes and operational excellence.
• Take on additional responsibilities as the role grows over time.

What Success Looks Like:

In the first 30 days you will:

• Understand our business model, clients, services, workflows, team structure, and leadership styles.
• Take over meeting notes, task creation, and follow-up management.
• Establish yourself as a reliable, responsive, proactive central operator.

In 60–90 days you will:

• Own all internal project management and recurring operations cycles.
• Anticipate executive needs and pre-empt issues independently.
• Manage cross-team alignment and ensure smooth execution across all internal functions.

In 6+ months you will:

• Drive key strategic initiatives, partner with leadership on decision-making, and own aspects of the day-to-day operations.

Skills That Will Enable You To Thrive:

• 5+ years of experience in a Senior Project Manager, Operations Manager, Chief of Staff, or similar high-velocity operations role within a startup, agency, or B2B service environment.
• Experience partnering directly with senior executives (CEO/CRO/COO) to support strategic decisions, manage priorities, and reduce cognitive load.
• You ramp ridiculously fast. You can drop into a messy business, spot what’s off, and get oriented without needing hours of backstory or hand-holding.
• You thrive in ambiguity. Give you half the picture and you’ll figure out the rest — asking sharp questions and filling in gaps proactively.
• You see the root causes. You understand how people, processes, tools, and priorities interlock — and you read between the lines and spot risks long before others see them.
• You communicate like a leader. Direct. Clear. No fluff. You can shift a conversation, de-escalate a tense room, or reset expectations with calm authority.
• You can hold boundaries with grace. You’re diplomatic, but you don’t get pushed around. People feel safe with you because you’re steady, honest, and consistent.
• You drive hard toward outcomes. You don’t wait. You don’t stall. You move things forward, unblock people, and keep momentum alive even when things get messy.
• You are a strategist who executes. You’re equally comfortable zooming out to analyze the goals + challenges and zooming in to move a project from 0→1 with speed and excellence.
• You manage yourself like a seasoned operator. Multiple clients, shifting priorities, fires, deadlines — you can hold it all without dropping balls or needing babysitting.
• You are deeply reliable and ownership-driven. You keep your word, follow through no matter what, and maintain crisp communication about what’s happening, by when, and what you need.
• You learn by osmosis and initiative. You absorb best practices, patterns, and expertise from top performers around you and continuously sharpen your craft.
• You are reliable in the ways that matter most. You follow through. You communicate. You finish what you start. People trust you because your word is solid.
• You pick up tools fast. You can learn new client tech in an hour or two and can skillfully utilize our core tech: Slack, ClickUp, Google Drive, TMetric, LastPass, and whatever else shows up.
• You live our values. Clear communication. Shared ownership. Kindness. High standards. DEIB. Personal growth.
• You’re detail-oriented. Still here? Add “I have found my peeps” to the 2nd-to-last application answer.

This role is not a fit for you if:

• You prefer highly structured, predictable work over fast-changing environments.
• You wait for instructions instead of taking initiative.
• You get overwhelmed by context switching or high information density.

Why It's Awesome To Join Our Team

1) This role has a clear growth path into Chief of Staff or COO as you master the scope and deepen your strategic partnership with leadership. You will get direct mentorship from our CEO and Team Success Director on your leadership, communication, and operations skills.

2) Work virtually from anywhere! We are remote first and always will be. While we do work within Eastern Standard Zone business hours (9am-6pm EST), there's a lot of flexibility for how you approach and complete your work each day!

3) You’ll work with extraordinary people. Everyone on our team has unique superpowers that are well honed in different areas. If you like working with organized, passionate, responsible, communicative, talented, accountable, creative, generous, fun, and ambitious people… that’s us.

4) We care about people, empowerment, inclusion, wellbeing, and we implement this in our client services and internal team. If that’s appealing to you - and you care too - you’ll be able to have a direct meaningful impact!

5) We have a high bar for excellence, execution, efficiency, results, and integrity. If you love to roll up your sleeves and be dedicated to detail-oriented, efficient quality, you’ll succeed here fast.

Magical Teams is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We highly encourage candidates who are LGBTQIA2S+, BIPOC, neurodiverse, disabled, from rural areas, and other communities.

Important: We take the time to read each and every application submitted. We request thoughtful responses to the application questions in order to be considered for proceeding forward in our process.