Business Operations Associate at Victory Farms

Job Description

The Business Operations Associate plays a key role in supporting the smooth execution of business operations by coordinating leadership activities, tracking key decisions and ensuring projects and priorities stay on schedule. Reporting to the Business Operations Manager, the role is responsible for coordinating meetings, maintaining action trackers, preparing agendas and minutes and driving timely follow-up on agreed actions. This is an excellent opportunity for an exceptionally organised, detail-oriented professional looking to build a career in business operations within a high- growth company, with the opportunity to grow into broader project ownership over time.

Roles & Responsibilities

Meeting & Leadership Rhythm Support

• Coordinate the calendar of Senior Management forums — weekly leadership meetings, monthly business reviews, quarterly planning sessions, and all-hands — scheduling participants and securing rooms, dial-ins and logistics.
• Prepare and circulate agendas and pre-reads ahead of each forum, working with the Business Operations Manager to confirm content and timing.
• Prepare clear, accurate minutes, capturing decisions and action items with named owners and due dates.
• Maintain the action log across leadership forums and follow up with responsible stakeholders proactively so commitments are delivered on time.
• Communicate outcomes and follow-ups promptly after each meeting.

Project Coordination & Tracking

• Coordinate and deliver assigned projects from end to end, under the guidance of the Business Operations Manager.
• Support larger cross-functional projects by maintaining workplans, tracking milestones, and flagging slippage early.
• Maintain accurate and up-to-date project trackers and status dashboards, providing regular status updates.
• Coordinate across departments to gather inputs, unblock dependencies and keep work moving.

Reporting, Data & Documentation

• Maintain company-wide KPI and OKR trackers, ensuring data is current, accurate, and ready for review.
• Prepare first drafts of briefing materials, presentations, and operational summaries for the Business Operations Manager and the Managing Director’s office.
• Transform raw data into clear, accurate, and well-structured spreadsheets, concise reports and presentation-ready materials.
• Organise and maintain shared files, templates, and documentation ensuring information is accurate, accessible and up to date.

Coordination & Special Tasks

• Serve as a reliable point of contact between the Business Operations Manager and departments, ensuring clear communication and follow-through.
• Facilitate effective communication across departments by ensuring relevant information is shared accurately and in a timely manner to support informed decision-making.
• Take on ad hoc tasks and small initiatives as directed — research, data pulls, event coordination, and similar.
• Handle confidential and sensitive information with a high degree of professionalism, integrity and discretion.

Qualifications and Skills

• Bachelor’s degree in Business Administration, Project Management or a related field.
• 2–4 years of experience in business operations, project coordination, administration, consulting, or a similar structured role
• Exceptionally organised and detail-oriented with the ability to manage multiple workstreams effectively.
• Strong written communication; you can take accurate minutes and produce clear, well-formatted documents and updates.
• Proficient in spreadsheets, presentation and collaboration tools, with the ability to organise complex information into clear, actionable outputs.
• Good interpersonal skills, with the confidence to follow up and engage with senior stakeholders.
• Proactive, dependable and results-oriented, with a strong sense of ownership and accountability.
• Discreet and trustworthy with confidential information.

Benefit:

• Visibility into the world’s fastest growing aquaculture company.
• Ideal for a candidate looking to dive into a mission-oriented Organization.
• The team is committed to the candidate’s success and will provide coaching, mentorship, and unique exposure to people and experiences that come from the most successful leaders in the entrepreneurial community and the social sector.