Director of Business Operations and Administration - Vyv : Job Details

OVERVIEW

Vyv, Inc., a biotechnology engineering firm located in Latham, NY, is seeking a highly organized and tactical Director of Business Operations and Administration to provide key support to the Senior Leadership team as well as Vyv's Board of Directors and Shareholder base. This multi-disciplinary individual must be able to assist our Executive team members in matters including corporate operations, investor relations, finance, administration, regulatory and business development as well as be a champion for company culture and team morale. This position requires a professional whose background is characterized by initiative, creative energy, and well-refined organizational skills.

JOB RESPONSIBLIITIES

Executive Team Liaison & Priority/Time Management

o Evaluate the strategic objectives, day-to-day operations and market demands to inform and guide the organization's priorities and execution against those priorities.

o Prioritize and effectively distill daily, weekly and monthly tactics and deliverables for/of the Executive Team.

o Build relationships with and provide support to key Company stakeholders including shareholders, Board of Directors members, and strategic partners.

o Schedule, coordinate, and manage multiple Executive calendars as well as client scheduling for the Vyv team at large.

o Manage onsite and remote Executive meetings by preparing meeting agendas, presentations, operating audio-visual systems, and recording minutes when appropriate.

o Prepare professional correspondence on behalf of the Executive team including emails, presentations, reports, and letters.

o Triage and prioritize senior team's mail communications to ensure prompt responses on urgent matters; assign tasks to appropriate Vyv team members and respond on behalf of Executives when appropriate.

o Monitor the Vyv Support inbox and triage inquiries to the appropriate staff members.

Board & Client Communication Liaison

o Assist with the management of Board of Director meetings, reports, minutes and requests.

o Assist in managing key strategic client partnerships and act as a liaison between the client, Vyv staff and Vyv executive leadership to ensure client delight and cohesive team planning.

o Working closely with the CCOO and the Principal Engineer, act in an account management function for key partners that are both investors and strategic partners; including, project timelines, internal deliverables, and point of contact for the individual business units.

Fundraising Administration and Support

o Prepare and track all fundraising documentation, including stock certificates, agreements, etc. Ensure appropriate paperwork is filed with counsel and received by stakeholders in a timely manner.

Regulatory Support

o Serve as the regulatory resource for Vyv with clients.

o Assist Executive leadership with management of regulatory affairs and partners with PMRA and EPA filings and issues, including obtaining company numbers, filing registrations, etc. as well as tracking compliance.

o Oversee customer satisfaction through proactive problem-solving initiatives including supporting the RMA and customer support process run by quality and engineering

Company and Team Document Management

o Prepare, review and keep executive management informed of all insurance documentation, i.e., policy renewals, COIs, etc.

o Ensure the timely flow and filing of Company documents

o Prepare, track and review basic legal documentation (example NDAs)

o Due Diligence Folder

§ Maintain Monday Board of all documents, uploads, etc.

§ Periodically review Staging items for updates

§ Ensure that collateral “owners” are updating their items on a timely basis

o Marketing Folder

§ Maintain Monday Board of all collateral

§ Update presentations as needed

§ Work with staff to ensure that their folders are updated periodically

Office Management/Operations

o Oversee all day-to-day operations of the Vyv office including but not limited to supply management, IT issues, employee communications, mail management, depositing of checks.

o Contribute to improving customer satisfaction and achieving quality goals by defining, implementing and managing action plans

QUALIFICATIONS

Education & Experience

• Bachelor's degree in Business, Operations, Finance, or related field preferred.
• Minimum 5–7 years of experience in business operations, general management, or administration—ideally in a fast-paced, high-growth startup or entrepreneurial environment.
• Proven success in managing administrative communications with a Board of Directors and/or executive leadership.
• Experience managing or collaborating with key functions such as HR, Finance, IT, Legal, and Office/Facilities Management.

Startup-Savvy Skills

• Comfortable wearing multiple hats and jumping in wherever needed to remove blockers and keep the business moving.
• Strong operational problem-solver with a bias toward action and a systems-thinking mindset.
• Ability to evaluate organizational priorities and synthesize tasks and/or communications to drive action.
• Thrives in ambiguity and has the ability to design scrappy but scalable solutions.
• Demonstrated success in building processes, tools, or policies to support growth and efficiency.
• Highly adaptable; able to pivot to new priorities seamlessly.

Leadership & Communication

• Excellent interpersonal and leadership skills—able to build trust quickly and influence stakeholders at all levels.
• Proven success in managing administrative communications with a Board of Directors and/or executive leadership.
• Exposure to fundraising, board reporting, or investor relations.
• Clear and confident communicator, both verbally and in writing.
• Team player.

Tools & Tech

• Strong data fluency; comfortable working with spreadsheets, dashboards, and basic financial models.

Preferred

• Experience in a venture-backed startup or working closely with founders and investors.
• Knowledge of compliance, regulatory, risk, or legal basics.
• Passion for building culture and helping teams scale sustainably.