Executive Operations & Project Manager

About the Role: Innovate Well Group is seeking an experienced Executive Operations & Project Manager to provide high level operational, administrative, and project management support across the firm. This is not a traditional virtual assistant role.
The Executive Operations & Project Manager will serve as an operational partner to IWG's Founder and CEO while helping coordinate client engagements, internal operations, business development activities, contractors, and special projects.
The ideal candidate is someone who can take an intended outcome, determine what needs to happen next, and independently move the work forward.
During the initial onboarding period, the Executive Operations & Project Manager will work closely with the leadership to learn IWG's clients, priorities, systems, and working preferences. As trust and systems are established, the role will operate with increasing independence and decision making authority.
Executive and Administrative Operations
• Support inbox management, including prioritizing messages, tracking follow ups, drafting routine correspondence, and identifying matters requiring the Founder's attention
• Manage scheduling, meeting coordination, calendar logistics, and travel arrangements as needed
• Prepare meeting materials, agendas, background information, and outstanding decisions
• Create, format, and maintain Excel spreadsheets, trackers, presentations, documents, and other business materials
• Maintain organized client, project, business development, and internal files
• Enter and maintain client, contact, project, and business information across IWG systems
Project and Client Management
• Develop and maintain project plans, timelines, deliverables, action items, and deadlines
• Coordinate behind the scenes activities for client engagements
• Follow up with clients, consultants, vendors, and partners to keep projects moving
• Translate meetings and decisions into clear next steps and assignments
• Track outstanding decisions and proactively identify risks, delays, and competing priorities
• Conduct research and organize information needed for client engagements and internal projects
• Prepare concise project updates identifying what is moving, what is pending, and where decisions are required
Convenings and Event Coordination
• Coordinate logistics for client convenings, retreats, meetings, and events
• Research venues and vendors based on established requirements
• Conduct outreach, obtain proposals, follow up with vendors, and organize responses
• Develop comparison tools and recommendations to support decision making
• Coordinate attendee information, materials, schedules, vendors, and other event logistics
• Serve as an operational point of contact with venues, vendors, and partners
Team Coordination
• Coordinate workflow across IWG's part time team members, consultants, and contractors
• Track assignments, deadlines, dependencies, and deliverables
• Follow up on outstanding work and help ensure team members have the information needed to complete assignments
• Support onboarding and coordination of new contractors and team members
• Help establish and document repeatable internal processes as the firm grows
Business Development Support
• Maintain IWG's opportunity and relationship pipeline
• Research prospective clients, partners, opportunities, and organizations
• Coordinate proposal timelines and submission requirements
• Gather and organize capability statements, biographies, past performance information, templates, and supporting materials
• Support proposal preparation, formatting, submission, and follow up
How This Role Operates
IWG values ownership, judgment, initiative, and follow through.
Team members are expected to bring solutions and recommendations whenever possible rather than simply identifying tasks that need to be completed.
For example, rather than asking whether venues should be contacted for an upcoming convening, the Executive Operations & Project Manager should be comfortable researching appropriate venues, conducting outreach, tracking responses, narrowing the options, and presenting a concise comparison and recommendation when a decision is required.
Not every decision needs to move through the Founder.
As the Executive Operations & Project Manager develops an understanding of IWG's standards and operating preferences, established processes and routine decisions should increasingly be managed independently.
Qualifications
• Experience supporting an executive, founder, consulting firm, nonprofit, or small organization
• Strong project management and organizational skills
• Advanced proficiency with Excel and confidence creating useful spreadsheets, trackers, and data summaries
• Strong written and verbal communication skills
• Experience coordinating projects involving multiple stakeholders
• Ability to communicate professionally with clients, vendors, consultants, and partners
• Strong research and problem solving skills
• Ability to independently manage multiple priorities and deadlines
• Strong attention to detail without losing sight of the larger objective
• Sound judgment and the ability to determine when an issue can be resolved independently and when escalation is appropriate
• Comfort working in a growing organization where priorities may evolve
• Ability to handle confidential client and organizational information with discretion
Success in This Role
Success means IWG's projects, internal operations, and client engagements continue moving without requiring the Founder to personally manage every administrative or operational detail.
Information is organized. Follow ups happen. Deadlines are visible. Contractors understand their responsibilities. Client logistics are managed professionally. Decisions that require the Founder are presented clearly and efficiently.
Ultimately, this role creates greater capacity for IWG's Founder to focus on client relationships, strategy, business development, facilitation, thought leadership, and the continued growth of the firm.