Business Operations Manager - Office of COO

Business Operations Manager

Business Operations Manager to the Chief Operating Officer (COO) serves as a strategic operations partner to the COO and is responsible for improving the execution, coordination, and operating systems of the Office of the COO. This is a high-impact role involving independent judgment, discretion, and responsibility for business operations activities that directly support executive decision-making and organizational effectiveness.

The role primarily focuses on business operations, process improvement, and execution management, with selected chief of staff support activities. The position independently develops high-quality written materials, board-ready presentations, executive briefings, and analytical work products that translate complex issues into clear, well-structured, decision-oriented communication for senior audiences. The role owns the development of systems to track commitments, prioritize initiatives, and ensure execution across the COO's portfolio. Provides selective, priority-driven input into executive scheduling aligned to business objectives (not primary responsibility).

Ideal candidates are strong problem-solvers who thrive in fast-paced environments and are motivated by ownership, visibility, and the opportunity to work at the center of senior leadership priorities.

The ideal candidate is composed, highly organized, and comfortable operating in a fast-moving environment with shifting priorities, frequent interruptions, and high standards. This person is a strong writer and clear thinker who can move smoothly between detail and synthesis, frame ambiguous issues into clear storylines, and produce polished executive materials with limited direction. The role requires strong judgment about what matters, how to structure content for senior audiences, and how to present complex information in a concise, visually effective, and decision-oriented way. It is best suited for someone who is resourceful, low ego, high accountability, and motivated by responsibility, exposure, and the opportunity to work close to important decisions. It is an especially strong fit for a candidate who wants accelerated hands-on experience, broad visibility across the Bank, and the chance to build executive judgment, operating range, and practical skills in executive support, chief of staff support, communications, analysis, and office operations over a concentrated period of time. Successful candidates will be comfortable working in the center of action, representing the Office of the COO with professionalism and good judgment, and building broad experience across executive support, chief of staff support, communications, analysis, and enterprise coordination.

Key Responsibilities

Strategic and Executive Support

• Lead business operations and chief of staff activities for the COO, including preparing agendas, briefing materials, decision trackers, follow-up logs, and status updates.
• Actively manage cross-functional projects and special assignments on behalf of the COO, monitor progress, identify blockers, and escalate issues as appropriate.
• Provide judgment-based input into prioritization of executive time against strategic priorities (not administrative ownership)
• Exercise independent judgment in organizing, sequencing, and advancing work across competing priorities with limited direction.

Office of the COO Operations and Systems

• Own and continuously improve the operating rhythm of the Office of the COO, including leadership meetings, priorities, action items, recurring reviews, and coordination across departments.
• Design and implement scalable operating systems, workflows, and governance mechanisms to improve coordination, accountability, and execution across teams Manage records, files, and document workflows for the Office of the COO in accordance with Bank standards and retention requirements.
• Selectively leverage automation, templates, AI, and productivity tools to improve workflow efficiency, consistency, and execution speed while protecting confidential information and adhering to Bank standards

Communications, Presentations, and Analytical Support

• Develop executive-level communications, analysis, and materials that require interpretation, synthesis, independent judgment, and the ability to distill complex information into clear messages for senior audiences.
• Develop well-designed, board-ready presentations and written materials with clear storylines, concise synthesis, effective visual communication, and a level of polish suitable for executive, committee, and board-level decision-making.
• Perform analysis, research, and synthesis to support executive briefings, special projects, status updates, and decision-support materials, including translating ambiguous or complex issues into clear recommendations and next steps.
• Lead preparation of decision-support materials, capture key decisions, and ensure follow-through on high-impact action item.
• Support preparation for internal and external meetings, speaking engagements, and events by coordinating materials, logistics, and follow-through.

Stakeholder Coordination and Representation

• Screen and relay communications effectively between the COO and executives, officers, departments, branches, and external stakeholders.
• Serve as a positive, professional, and responsive representative of the Office of the COO in interactions across the Bank and with external parties.
• Provide limited administrative coordination support as needed, secondary to core operational responsibilities. Coordinate travel arrangements, expense reporting, and other executive support needs with accuracy, discretion, and attention to detail.
• Assist with impromptu projects and other duties as assigned, collaborating closely with executive officers, executive assistants, and business partners across the Bank.

Compliance Responsibilities

Complies with all applicable state and federal banking laws, regulations, and internal policies related but not limited to lending, operations, and deposit requirements, including Bank Secrecy Act (BSA), Anti-Money Laundering (AML) requirements, Office of Foreign Assets Control (OFAC) regulations, Customer Identification Program (CIP) requirements, Financial Elder Abuse reporting laws, Sexual Harassment prevention policies, information security and privacy requirements.

Knowledge, Skills and Abilities

• Ability to operate independently, exercise sound judgment, and manage sensitive and high visibility matters with discretion.
• Excellent writing, editing, proofreading, presentation design, and document development skills, including the ability to structure complex information into concise, visually effective, executive-ready presentations and written materials.
• Strong analytical, research, and synthesis skills, with the ability to frame issues clearly, identify what matters, and turn complex information into concise, decision-support materials for senior audiences.
• Strong stakeholder management, diplomacy, executive presence, and interpersonal communication skills
• Advanced time management, prioritization, and organizational skills, including the ability to manage competing priorities and frequent interruptions without compromising quality.
• Proficiency with Microsoft Office products, including Word, Excel, Outlook, and PowerPoint
• Ability to create, run, and improve efficient office systems, including templates, trackers, workflow tools, and follow-up routines.
• Ability to selectively use automation, templates, AI, and productivity tools to improve consistency, work quality, and efficiency.
• Critical thinking, problem solving, follow-through, and attention to detail.
• Ability to communicate clearly and respectfully with supervisors, co-workers, customers, and external contacts.
• Ability to manage confidential information in accordance with Bank standards, privacy requirements, and control expectations.

Additional Requirements

• Must be able to travel to various Bank locations as required.
• Must be available to work occasional Saturday hours based on business needs.

Equipment Operated

• Operates standard electronic computers and customary office equipment required to perform essential job functions.
• Use of equipment is required, with or without reasonable accommodation, in accordance with the Americans with Disabilities Act (ADA) and the California Fair Employment and Housing Act (FEHA).

Physical Requirements & Work Environment

• Ability to perform repetitive movements associated with office and computer-based work.
• Ability to sit and or stand for extended periods of time to perform essential job functions.
• Ability to lift, carry, or move objects weighing up to 25 pounds, with or without reasonable accommodation.
• Ability to use hands and fingers to manage, manipulate, or feel objects and operate standard office equipment.
• Work is primarily performed in an office environment with a controlled temperature and standard office conditions.

Education and Experience

• Bachelor's degree or equivalent work experience preferred.
• Notary Commission preferred or ability to obtain as needed.
• Preferred candidate will have 5 or more years of progressively responsible experience in executive support, chief of staff support, office operations, program management, consulting, communications, analysis, or a comparable executive office environment.

Minimum Absence Requirement

Some positions within the Bank have been designated as sensitive positions due to access to critical systems, records, or processes. In accordance with Bank policy and sound internal?control practices, employees in sensitive positions are required to complete a mandatory consecutive absence from essential duties each calendar year to support segregation of duties and independent review.