Director, Operations

About XDA

XDA is a leading experiential agency specializing in the execution of events and projects across various industries, including product launches, customer-facing events, press events, employee events, B2B meetings, and video production in both live and virtual settings. We foster a culture of learning, innovation, and collaboration, empowering our team to deliver cutting-edge solutions and exceptional experiences for our clients.

Summary

The Director, Operations is responsible for the agency’s operating strategy and day-to-day execution. This includes how the agency operates as a business through establishing agency-wide standards and monitoring, maintaining and improving operational standards.

Key Responsibilities

Operational Workflow

● In conjunction with the SVP, FinOps, establish and document agency-wide operational workflows, including but not limited to project set up, project process, project close-out, agency onboarding, agency approvals and staffassignments

● Coordinate with leadership and HODs to implement workflows agency and within departments

● Identify breakdowns and resolve operational bottlenecks by maintaining and updating agency-wide workflows

Resource Optimization

● SME of resourcing platform; technical integration and access control owned by Senior Director, Business Affairs

● Manage agency-wide resource planning and capacity forecasting through visibility into current and upcoming project demand, staffavailability and utilization

● Identify staffing gaps and excess capacity and partner with department leaders on hiring, freelance, and allocation decisions

● Facilitate regular resource meetings and work with HODs to resolve staffing conflicts and identify future needs.

Delivery Consistency

● SME of project management platform; technical integration and access control owned by Senior Director, Business Affairs

● Establish and implement agency-wide project-management standards, tools, templates, and reporting across the agency

● Evaluate existing workflows and recommend improvements that increase efficiency, reduce duplication, clarify ownership, and improve collaboration between departments

● Identify projects or accounts that are trending outside operational or financial expectations and coordinate corrective actions with leadership and HODs

Operational Profitability

● Work with SVP, FinOps to ensure operational decisions support revenue and gross-margin objectives without compromising delivery

● Ensure approved scopes are translated correctly into resource plans, project schedules, budgets, and internal systems before work begins

● Maintain operational dashboards and reporting for leadership and HODs

Systems + Tech

● Work with the Senior Director, Business Affairs to determine the right operational systems for project management, resource planning, time tracking, collaboration and reporting

● Maintain operational standards within those platforms and coordinate system improvements

● Help teams adopt new technology, automation, and agency-approved AI-enabled workflows

Organizational Scalability

● Build infrastructure that supports increasing project volume, larger accounts, new capabilities, and organizational growth

● Regularly assess how the agency works and identify opportunities to simplify, automate, standardize, or eliminate inefficient processes

Experience

● Bachelor's degree in Business, Operations, Management, Marketing, or a related discipline preferred; equivalent professional experience will also be considered

● 7–10+ years of relevant experience, with progressive responsibility in agency operations, project management, resource management, production operations, or a related discipline

● Experience within an experiential marketing, creative, production, events or other fast-paced, project-based environment strongly preferred

Preferred Qualifications

● Demonstrated experience managing resource allocation, capacity planning and utilization

● Strong understanding of agency project economics, including labor forecasting, project budgets, utilization, scope management, and profitability

● Experience establishing and monitoring operational KPIs and translating data into actionable recommendations

● Strong working knowledge of project-management, resource-management, time-tracking, financial, and collaboration platforms

● Demonstrated ability to develop, implement, and optimize organizational change and drive adoption of new processes and technology

● Exceptional organizational, analytical, problem-solving, communication, and stakeholder-management skills

● Ability to operate effectively in a fast-paced, deadline-driven environment while managing multiple priorities and competing demands

Salary: $140K - $170K

Career Path: Senior Director, Operations

This job description reflects the core responsibilities and expectations for the Director, Operations role at XDA. Additional duties may be assigned as needed to support the success of the team and agency.