Who You Are

You are an exceptionally organised, methodical and detail-oriented professional who:

• Is proactive, anticipates needs thoughtfully and takes initiative without waiting to be asked.
• Is trustworthy, dependable and discreet, with a positive, can-do attitude and a natural ability to find solutions rather than problems.
• Is confident, approachable and able to build strong working relationships at all levels.
• Remains calm under pressure and can manage competing priorities effectively.
• Has the maturity and wisdom to deal with sensitive and confidential situations.
• Is commercially aware, ambitious and motivated by business success.
• Enjoys working in a small, entrepreneurial and evolving business environment.
• Is adaptable and comfortable switching between strategic responsibilities and practical day-to-day tasks.
• Takes pride in creating structure, organisation and efficiency, supporting our specialist core team to thrive.
• Shares Quiet Mark's values and is enthusiastic about contributing to its wider mission.

What We Are Looking For 

The ideal candidate will have:

• Previous experience in a People & Operations, Operations Manager, Business Manager or similar senior management or administrative role nurturing successful teams.
• Experience using tools like Hubspot and Trello
• Experience supporting founders, directors or senior leadership teams.
• Excellent organisational and time-management skills, with the ability to manage multiple priorities simultaneously in a fast paced schedule.
• Excellent polished written and verbal communication skills, in person, onscreen and email.
• Experience coordinating HR administration, liaising with our external  HR team and supporting employee management processes.
• Strong commercial awareness and an understanding of business operations.
• Experience in management reporting and monitoring business performance.
• Excellent attention to detail and the ability to maintain accurate records.
• Confidence using CRM systems including HubSpot, alongside Microsoft Office, Trello, Google Workspace and other business management platforms.
• The experience and natural ability to develop and improve systems, processes and working practices for a scaling business.
• Strong interpersonal skills and the confidence to communicate with people at all levels.
• The ability to handle confidential and sensitive information with discretion.
• A practical, hands-on approach and the confidence to take ownership and make decisions.
• A flexible attitude and willingness to get involved in all aspects of a growing business.

Key Responsibilities

1.  Operations Management

• Take overall responsibility for the smooth day-to-day running of the team operations, ensuring that operational activities are organised, efficient and effective, troubleshooting with ease for the core team to be fully supported.
• Work closely with the C-Suite to implement business priorities, strategic plans and objectives to deadlines.
• Develop, review and implement internal systems, procedures and processes to improve efficiency and productivity.
• Continuously evaluate processes and workflows to identify opportunities for improvement, efficiency and positive change.
• Coordinate operations across all departments, including Licensing, Technical, PR and Digital Marketing.
• Ensure good, clear communication, accountability and collaboration between team members and departments.
• Identify operational challenges, recommend solutions and proactively resolve issues.
• Ensure company documentation, records and operational procedures are maintained accurately and securely.
• Establish and maintain effective management reporting processes.
• Prepare regular operational performance updates and management reports for the C-Suite.
• Oversee CRM and other business systems, ensuring they are used consistently and effectively.
• Ensure information is shared appropriately across the organisation and that important decisions and actions are documented.
• Maintain accurate CRM records and ensure commercial information is up to date.
• Identify opportunities to improve business systems, automate processes and support the company's continued growth.

2. People Management

• Act as the central point of contact for people-related matters across the organisation.
• Take responsibility for the day-to-day people management and operational coordination of the various departments across the business.
• Oversee the employee lifecycle, including recruitment, onboarding, induction and offboarding.
• Coordinate recruitment activities, including developing job descriptions, defining roles and responsibilities, arranging interviews and managing candidate communications.
• Eventually supporting the hiring process by interviewing and vetting prospective candidates.
• Ensure new starters have the necessary equipment, access, documentation and information to integrate successfully into the business.