Executive Operations Manager

sonatafytechnology; Phoenix (AZ); On-site; USD 60,000 - 75,000; Full time

Job summary

Sonatafy Technology in Phoenix, AZ, is looking for an Operations Coordinator to ensure projects are executed efficiently. This role focuses on internal operations, project coordination, and executive support.

The ideal candidate will manage the CEO's schedule, maintain ClickUp and HubSpot systems, and support leadership meetings with documentation and tracking. Qualifications include 5+ years in a similar field, advanced ClickUp knowledge, and excellent organizational skills.

Candidates must be based in Phoenix and able to work on-site regularly.

Qualifications

• 5+ years in operations, project management, or executive support.
• Strong written and verbal communication skills.
• Advanced proficiency with ClickUp and working proficiency with HubSpot.

Responsibilities

• Coordinate internal initiatives and track accountability.
• Facilitate meetings and document decisions.
• Manage the CEO's schedule and preparation for meetings.

Skills

Organization

Communication

Project management

Attention to detail

Tools

ClickUp

HubSpot

n8n

Job description

THIS POSITION IS FOR CANDIDATES BASED IN PHOENIX, AZ. (This role requires up to 10% travel annually, including occasional trips for team meetings, training, or client-related activities).

Sonatafy Technology, headquartered in Scottsdale, Arizona, is an award-winning nearshore software development company with a strong reputation. They have a dedicated in-house team of engineers that offers end-to-end software solutions and supports client development staff augmentation. Catering to companies of all sizes and industries, including some of the world's largest brands, Sonatafy Technology is a trusted provider of nearshore enterprise-level cloud and mobile application software development services.

We have completed 60+ client engagements, earned 3x recognition on the Inc. 5000, and achieved 408% revenue growth over 3 years. Our founder and CEO is a serial entrepreneur who has launched 30+ companies over 25+ years, is a Forbes Technology Council member with 248+ published articles, is a host of the Software Leaders Uncensored podcast (195+ episodes), and is the author of two published books with three more currently in development.

Sonatafy operates at the intersection of enterprise technology consulting, software delivery execution, AI and technical strategy, thought leadership and media, and growth stage GTM expansion.

This role sits at the center of it all. The Role This is a hands‑on execution and operations role. You will help the CEO and leadership team run priorities efficiently through structure, process, communication, and follow‑through. You will keep projects on track, keep meetings productive, keep our systems (ClickUp and HubSpot) clean and up to date, and ensure commitments are documented, visible, and completed.

This is primarily an execution and coordination role, not a strategic decision‑making role. You will not be making decisions on behalf of the CEO. Your job is to make sure the right things get done, on time, with clear ownership. You will report directly to the CEO and work alongside a leadership team that includes a CTO, VP of Marketing, VP of Operations and Account Management, Director of Technical Strategy and Growth, Principal Data and AI Architect, and several fractional and outsourced partners. Internal Operations Focus with Limited Client Interaction

This role is primarily focused on internal execution, operations, project coordination, and executive support. Approximately 80% to 90% of your time will be spent coordinating internal initiatives, managing operating cadence, supporting leadership meetings, maintaining systems, tracking accountability, and helping keep projects moving across the organization.

Occasionally, you will support client, prospect, partner, and executive interactions by helping prepare briefing materials, coordinating meetings, assisting with proposal efforts, documenting follow‑up actions, and ensuring commitments are tracked through completion.

The ideal candidate is comfortable interacting professionally with senior business and technology leaders, but this is not an account management, sales, customer success, or client services role. The primary focus is operational execution and organizational effectiveness.

What You Will Do

Operating Cadence and Accountability Systems

Run the weekly, biweekly, monthly, and quarterly meeting rhythm.

Maintain dashboards, trackers, and reporting in ClickUp and HubSpot so that priorities, deadlines, owners, and status are always visible.

When something is slipping, you see it first and flag it.

Project coordination

Keep high‑priority projects moving from kickoff through completion.

Examples include proposal coordination, marketing campaign rollouts, operational process rollouts, website and digital property launches, and research or partnership projects.

You track the steps, follow up with owners, and keep the timeline honest.

Meeting facilitation and follow‑up

Prepare agendas, take notes, and document decisions, next steps, owners, and deadlines for leadership meetings and cross‑functional syncs.

You make sure every meeting ends with a clear record and that the follow‑ups actually happen.

Systems administration

Build and maintain Click‑Up spaces, folders, lists, custom fields, dashboards, and automations. Pull reports from HubSpot, track deal stages, and connect activity to outcomes.

Experience with n8n or similar workflow automation tools is a plus, since we use automation to reduce manual coordination across systems.

Executive support

Manage the CEO's scheduling and calendar coordination, prepare briefing materials and meeting prep, and keep recurring follow‑ups organized.

You help protect the CEO's time so it goes to client relationships, strategic direction, and growth.

Partner and vendor coordination

Coordinate day‑to‑day execution with fractional and outsourced partners.

Make sure deliverables, timelines, and accountability are clearly defined, and that communication loops stay closed so the CEO does not have to manage every operational interaction.

What Success Looks Like After 12 Months

The leadership meeting rhythm runs predictably without the CEO having to drive it.

Projects move forward with clear ownership and fewer dropped handoffs.

Click‑Up and HubSpot are clean, current, and trusted across the team.

Meetings consistently end with documented decisions and owners.

The CEO spends far less time on coordination, scheduling, and follow‑up.

What We Are Looking For

Exceptional organizer and executor

You are great at keeping many moving pieces on track.

You build a tracker on Monday and report its status by Friday.

Nothing falls through the cracks on your watch.

Click‑Up and HubSpot proficiency

An advanced Click‑Up experience is strongly preferred. Candidates should have hands‑on experience building workflows, dashboards, automations, reporting structures, and accountability systems within Click‑Up or a comparable platform. Working proficiency in HubSpot (pulling reports, understanding deal stages, tracking activity) is also expected, though you do not need to be a HubSpot admin.

Experience with n8n or similar automation tools is preferred.

Accountability through systems

You keep people on track through visibility and structure, documented owners and deadlines, and a reliable operating cadence, not through escalation or micromanagement.

EOS familiarity is a plus

Comfort with EOS concepts and practices (Rocks, Scorecards, L10 meetings, quarterly planning) is helpful. Experience supporting a founder‑led EOS environment is valued.

Clear communicator

You write a clean meeting recap, a tidy status update, and a professional email.

You communicate directly and without ambiguity.

You know when to handle something yourself and when to elevate it.

Comfort with multiple workstreams

Sonatafy runs several initiatives at once across sales, marketing, delivery, AI strategy, and content.

You are energized by keeping them organized, not overwhelmed by them.

Business acumen

You understand how B2B organizations operate.

You appreciate the importance of client commitments, executive relationships, proposals, delivery timelines, sales pipeline visibility, and operational accountability.

You may not own client relationships directly, but you understand how your role contributes to delivering a professional experience for clients and partners.

Qualifications

Experience working in a technology services, software consulting, managed services, or software development organization is strongly preferred.

Candidates who have supported professional services businesses and understand project delivery, client commitments, sales pipelines, and cross‑functional execution will be particularly successful.

• 5+ years in operations, project management, executive support, or program coordination, ideally in technology services, SaaS, consulting, agency, or professional services.
• A track record of keeping projects, meetings, and reporting on track in a fast‑moving, founder‑led environment.
• Advanced proficiency with ClickUp (or Asana or Monday with a willingness to adopt ClickUp). Working proficiency with HubSpot. n8n or similar automation experience preferred.
• Experience coordinating outsourced or fractional team members alongside full‑time staff. Strong written and verbal communication. You can draft a clean email, a meeting recap, and a status report with equal ease.
• Phoenix metro based, able to work in person regularly with the CEO and leadership team in Scottsdale.

Preferred Experience

• Experience working in a B2B technology services, consulting, SaaS, professional services, managed services, or software development organization.
• Experience supporting executives who interact regularly with CIOs, CTOs, VP Engineering leaders, and other senior technology stakeholders.
• Strong professional communication skills and executive presence.
• Comfortable participating in occasional client, prospect, partner, and executive meetings.

Who Will Thrive Here

You will likely excel in this role if: You enjoy creating order from chaos.

You naturally follow up when others forget.

You enjoy project management, process improvement, and operational coordination.

You are highly organized and detail‑oriented.

You enjoy working closely with an entrepreneurial CEO and leadership team.

You get satisfaction from helping others execute successfully.

You prefer driving execution and accountability over making strategic decisions.

This Role Is Probably Not For You If

You are seeking a strategic Chief of Staff role with decision‑making authority.

You prefer developing a strategy more than executing it.

You dislike project tracking, follow‑up, documentation, or operational coordination.

You are looking for a primarily client‑facing, sales, or consulting role.

How to Apply

Send your resume and a short note (one page maximum) describing how you have kept projects, meetings, and teams on track, and which tools and systems you used to do it. We care more about organization, execution, and systems skills than about traditional credentials.