Operations Manager / Chief of Staff

We’re looking for a highly organized, assertive but adaptable Operations Manager / Chief of Staff to work remotely. You’ll work closely with our President, production team, post-production team, and producers to keep the business running smoothly, manage day-to-day operations, support projects and staff, and ensure clear, consistent communication and documentation.

This role is perfect for someone who can confidently take initiative while staying flexible to evolving needs – keeping projects on track, solving problems quickly, and making sure nothing slips through the cracks.

Key Responsibilities

Agency Operations and Process Management
- Work closely with production and post-production teams to ensure resourcing and timelines are clear and on track
- Maintain and improve agency processes and documentation
- Track company schedules, calendars, and deadlines
- Coordinate awards submissions, RFP research, and business development initiatives
- Oversee social media posting schedules and content archive maintenance
- Support production coordinators with project needs, budgets, schedules, and client communication

Strategic & Executive Support
- Work closely with the President to manage priorities, schedules, and follow-up actions
- Maintain ongoing communication about operational priorities and project status
- Coordinate and schedule internal and client meetings, including note-taking and follow-ups
- Assist with travel planning and logistics
- Support client gifting and appreciation efforts

Staff and Team Management
- Oversee hiring processes for employees and freelancers, from posting jobs to onboarding
- Track and manage vacation and time-off requests
- Help define roles, responsibilities, and reporting structures
- Facilitate weekly team meetings with prepared agendas and documented action items
- Manage freelance and contractor assignments as projects evolve
- Support performance review and feedback processes

Financial and Administrative Support
- Gather and process invoices, receipts, and expense documentation
- Coordinate with accounting on freelance payments
- Track production and post-production budget updates

Who You Are
- Extensive experience in operations, project coordination, or administrative support in an agency or creative environment
- Exceptionally organized and detail-focused
- Assertive enough to take ownership and push projects forward
- Adaptable to shifting priorities and fast-paced changes
- Proactive, able to anticipate needs and questions
- Strong communicator in written and spoken English
- Comfortable with Google Workspace and project management tools (e.g., Monday.com)
- Equipped with reliable internet and a suitable home office setup

Working Hours:
- Full alignment with U.S. Eastern business hours is mandatory.
- Must be available to collaborate in real-time with our U.S.-based team and clients.

About Lotus Pictures
Founded in 2014, Lotus Pictures is an award-winning video marketing partner trusted by Fortune 500 brands. We produce over 300 videos a year across 14 countries in 10 languages. We deliver white-glove service and high-impact content that drives real business results.