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Made by Grizzly

VP, Business Operations

Operations – San Diego, California
Department Operations
Employment Type Full-Time
Minimum Experience Executive

 ***Candidate must have advertising/marketing/creative agency leadership experience. Please no other applicants.***

Grizzly Summary 

Grizzly is a creative agency solving brand challenges at the intersection of culture & commerce. Over the past 6 years, Grizzly’s approach to creative problem solving has enabled strong year-over-year growth and opened doors to work with many industry-leading organizations. As the company continues to grow and scale, with it comes an opportunity to expand its leadership team, starting with a head of operations. As a key role in Grizzly’s leadership, the head of Business Operations will play a crucial role in orchestrating the next chapter of Grizzly’s growth and progression.

Position Summary 

The Vice President, Business Operations oversees the overarching business management of day-to-day operations within the agency. This position helps set standards and acts as governance for day-to-day project, brand or vendor/supplier management. She/he oversees the management function of internal teams, excels at managing complex projects, advocates for multi-disciplinary creative output and is a champion for the client project experience. The Vice President, Business Operations will work with agency leadership to define, plan, execute,  and implement on-going refinement of integrated operation practices across all agency teams. This includes the development and implementation of new processes and procedures, improvements around operational efficiency, resource and talent resourcing, selection and oversight of supporting technology, organizational planning, and budgetary planning/management. In this role, the Vice President, Business Operations ensures that Grizzly provides: 

  • Work that meets and exceeds the clients’ expectations. 

  • An environment where creativity can thrive 

  • A product that is consistency world-class 

Essential Functions: 

The Vice President, Business Operations has four areas of responsibility with specific duties defined below. 

Operations (Planning, Analyzing, Evaluating) 

  • Actively research, develop and maintain best-in-class operational practices (for large multi-disciplinary creative teams), including:

  • organizational planning and alignment

  • roles and responsibilities

  • operational budgeting and financial management

  • processes and procedures for planning through development and production

  • operational tools and training

  • operational performance measurement and reporting

  • technology solutions for integrated financial, content, asset and project management.

Maintain and grow strong relationships with all internal departments including creative teams, technology teams, marketing teams as well as industry partners. 

Collaborate with the Agency Leadership to implement appropriate operational financial models for the organization

Develop, implement, and maintain consistent time-tracking procedures for all team members

Audit, improve or replace our system for tracking detailed information about all projects and internal initiatives, including data on:

  • types of work performed by all sub-teams

  • volume of work (projects)

  • tier of work - as defined by the level of strategic impact and level of complexity to develop and execute

  • estimated and actual time spent on projects (at a task level)

  • estimated and actual cost to develop and execute creative projects

Maintain, monitor and report on specific operational metrics (including staff utilization/productivity, accuracy against estimates, project production costs, and error rates) that show performance against targets

Agency Leadership (Leading, Coordinating, Managing)

  • Provide leadership within the agency for daily operations in a way that empowers the CEO and CCO to focus on their strategic and creative strengths.

  • Monitor department budgets and staffing resources. 

  • Promote communication and information flow within all levels of agency operations. Act as a guiding force for internal operations 

  • Initiate, plan and drive (creative, project management or financial) acceleration projects to final stages of completion.

  • Establish yearly and quarterly operational change management goals and metrics

  • Sell change upstream to executive leadership

  • Promote communication and information flow within all levels of the agency. Act as a guiding force for internal agency managers and staff.

  • Develop operational procedures and establishes agency processes with agency partners. Establishes broad policies and objectives and ensures they are being executed.

  • Ensure executive-level and financial support for any necessary additional change management resources required to improve and grow the team (i.e. additional or changes to headcount/contractors, technology and training)

  • Work with agency talent leadership to oversee the development and delivery of training to staff on internal processes and standard operations procedures (SOPs)

  • Evaluates overall operations on a regular and systematic basis and reports results to the agency partners.

  • Establish workflow and policies that enhance communication and productivity in the agency. 

  • Works with agency talent partners to establish and monitor staff and manager development and to provide adequate development plans for employees. 

  • Maintain communications with appropriate agency and client personnel to ensure positive workflow. Escalating exceptions and issues to Leadership level as required

  • As required, educating clients in the agency process and managing their needs and expectations.

  • Advocate for master agency strategy, workflow procedures, and internal systems.

  • Drive projects to final stages of completion by keeping the team both on track and highly motivated.

Operational Excellence

  • Act as a leader to ensure all agency work is up to the standards of the agency from an operational, production and financial responsibility governance standpoint.

  • Work with leadership, talent development, and HR to ensure job roles, titles, job requirements, salaries and performance measurements reflect the needs of the team and are consistent with corporate and industry standards

  • Establish agency resource management to; Regularly evaluate the teams planned project volume, then analyze the information and compare it to standards from data collected in a project tracking system to forecast staffing levels and skill requirements

  • Partner with the agency leadership team to execute goals and objectives.

  • Motivate teams to deliver.

  • Initiates and leads all appropriate departmental meetings.

  • Implement policies and procedures.


Financial & Administrative 

  • Work with project management and brand management teams to manage agency project financials. 

  • Monitor agency resources and financial objectives.

  • Work with agency leadership to meet financial goals. Maintains agency growth reports vs. actuals.

  • Support in the development and maintenance of monthly financial reports with accounting.

  • Review all agency contracts and estimates.

  • Review all agency billing.

  • Establish HR procedures and monitors issues.

  • Work with brand managers and project managers to ensure proper billing and invoicing.

  • Reviews WIPs and final billing reports. 



Desired Skills & Experience

Behaviors: 

  • Leader, sense of ownership and well-developed people management skills. 

  • Competence, stature, and presence to quickly establish credibility within the organization. 

  • Focuses time and attention on organizational growth prioritizes organizational growth and health above personal popularity.

  • Entrepreneurial drive with a strong understanding of business fundamentals. 

  • Strategic thinker. Ability to anticipate problems, and solve them.

  • Attention to detail, follows-up, and follows-through on commitments and ability to drive accountability.

  • Organized, with the ability to handle multiple tasks and set priorities in a fast-paced, high-pressure environment.

  • Credibility as a trusted person who handles confidential matters with sensitivity and maturity.

  • Positive, upbeat and soulful. Ability to not get caught up in the heat of the moment and maintain a positive and enduring environment for the team

  • Resilient, unwavering and not easily overwhelmed. 

Qualifications: 

  • Minimum of 8 years of experience as an operations lead. Experience with agency environments that have a heavy in-house development & production environment (digital, design and content production) is a plus.

  • Robust knowledge of creative agency operations. 

  • Experience in recruiting, hiring, managing, developing and motivating.

  • Knowledge and understanding of a wide range of interactive technologies, social platforms and is an expert in the integrated and interactive development process.

  • Goal-oriented, success in managing through ambiguity and change in a fast-paced, complex environment.

  • Strong analytical, strategic thinking and communication skills – have the ability to synthesize, develop and present clear and concise recommendations.

  • Client-facing experience.

  • Experience working with clients to develop and negotiate contracts, project scopes and budgets

  • Ability to lead the day-to-day operations of creative production environment.

  • Has a background in operations, agency finances and/or client services.



Work Requirements:

  • Must be based in San Diego.

  • Flexibility in schedule, including some nights and weekends, may be required. 

  • Limited travel may be required.

 

Miscellaneous:

The above job description is meant to describe the general nature and level of work being performed. It is not an exhaustive list of all responsibilities, duties, and skills required for the position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws. 

All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. 

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an “at-will” basis.

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  • Location
    San Diego, California
  • Department
    Operations
  • Employment Type
    Full-Time
  • Minimum Experience
    Executive
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