Operations & Systems Manager

Company Introduction 

Trella Advisory Group is a growing advisory firm that helps multi-generational families and their businesses plan for the future. We work with families to simplify complex challenges around governance, wealth transfer, succession, and family relationships — helping them make confident decisions and build a strong foundation for generations to come. 

Our work sits at the intersection of family, business, and wealth. We collaborate closely with families, consultants, and trusted advisors to create practical strategies that strengthen connection, decision-making, and long-term continuity. As Trella continues to grow, we are looking for an Operations & Systems Manager to help build and run the internal engine that supports our work. 

Trella Vision 

We redefine family enterprise advising to be inclusive and growth-focused — embracing deep work around relationships, fostering resilience, and building capacity that transcends generations. 

Trella Purpose 

Our purpose is to help enterprising families navigate change with confidence — where difficult conversations are embraced, resolutions are achieved, and conflict is viewed as an opportunity for growth. This work creates a legacy of empowerment, resulting in both wealth and relationships that endure across generations. 

Role Overview 

The Operations & Systems Manager is a high-impact role working closely with the COO to design, run, and continuously improve the systems that power Trella. This role goes beyond traditional administrative support — it is about ownership, foresight, and execution. 

You will be responsible for ensuring the firm operates smoothly across client delivery, internal operations, systems management, and financial administration. You will see around corners, identify friction before it becomes a problem, and turn evolving ideas into clear, repeatable processes. 

This role is ideal for someone early in their operations career who is hungry to grow, enjoys taking responsibility, and thrives in a fast-moving, entrepreneurial environment. 

This role will evolve over time, with priorities shifting based on firm growth and capacity. 

What Success Looks Like in This Role 

• The COO and leadership team trust that nothing operational is slipping through the cracks. 
• Internal systems (Microsoft 365, SharePoint, calendars, project trackers, financial workflows) are clean, current, and actively used. 
• Client engagements move smoothly from proposal to delivery without bottlenecks or confusion. 
• Financial administration is accurate, timely, and well-organized. 
• As the firm grows, operations feel more organized and intentional — not heavier or more bureaucratic. 

This Role Is a Fit If You… 

• Naturally think two steps ahead and anticipate what the business will need next. 
• Take pride in improving systems, not just maintaining them. 
• Are comfortable working in a growing firm where not everything is fully built yet. 
• Prefer ownership and accountability over rigid job descriptions. 
• Care deeply about doing thoughtful, purpose-driven work and being part of something you can help shape. 

Responsibilities 

Executive & Operational Support 

• Manage calendars, coordinate meetings, take notes, and track follow-ups for the COO and leadership team. 
• Prepare, format, and proofread documents, presentations, proposals, and internal materials. 
• Lead and execute special operational projects that support firm objectives and growth. 
• Uphold strict confidentiality and exercise sound judgment in all matters related to clients, consultants, and firm operations. 

Operations & Systems Coordination 

• Collaborate with team members to ensure smooth workflows and clear communication across the organization. 
• Own internal databases, consultant records, and client engagement tracking within Microsoft 365 and SharePoint. 
• Act as the primary point of contact for Microsoft 365 and SharePoint, including liaising with Microsoft support and resolving Outlook and system issues. 
• Ensure internal systems, calendars, and shared files remain organized, current, and secure. 
• Document, refine, and improve firm processes to support consistency and scalability. 

Financial Administration 

• Manage administrative financial tasks, including: 
• Generating invoices and tracking accounts receivable 
• Following up on outstanding payments 
• Setting up vendors and managing accounts payable through Hubdoc 
• Prepare monthly financial summaries, expense tracking, and internal administrative reports. 
• Coordinate with the internal accounting team to ensure accurate reporting and timely consultant compensation. 

Client & Project Management 

• Support consultants with client work by preparing presentations, reports, budgets, and engagement materials. 
• Coordinate logistics for client meetings, including scheduling, virtual setup, and material preparation. 
• Prepare letters of agreement and consultant fee agreements, ensuring timely execution. 
• Support business development by assisting with outreach, proposal submissions, and budget development using Trella’s Phase cycles and consultant rate structures. 
• Maintain project plans, task lists, timelines, and trackers to ensure deliverables stay on track. 
• Serve as a point of contact for consultants to ensure smooth workflows and timely completion of client deliverables. 
• Organize and maintain client records and project documentation. 

Marketing & Communications 

• Coordinate the preparation and scheduling of Trella’s newsletters, email campaigns, and content. 
• Assist with copy editing, light design work, and layout for digital materials and presentations. 
• Maintain marketing calendars, contact lists, and performance tracking. 
• Manage social media accounts and content calendars. 
• Support the COO in monitoring and reviewing marketing performance metrics. 

General Support 

• Serve as a reliable point of contact for internal administrative needs. 
• Support internal events, workshops, and consultant initiatives. 
• Proactively identify operational gaps and recommend improvements. 

Qualifications & Attributes 

• 3–5 years of experience in operations, executive support, or project coordination. 
• Prior experience supporting senior leadership or founders strongly preferred. 
• Experience in professional services or consulting environments is an asset. 
• Post-secondary education in business administration, finance, communications, or a related field preferred. 
• Strong proficiency in Microsoft 365, including Outlook, Teams, SharePoint, Excel, and Word. 
• Strong analytical skills with high attention to detail. 
• Solid financial literacy (administrative level). 
• Entrepreneurial mindset with a bias toward action and ownership. 
• Clear, professional written and verbal communication skills. 
• Adaptable, self-motivated, and able to manage multiple priorities calmly. 
• Ideally located in Toronto, with occasional travel to a home office as needed. 
• Genuine interest in contributing to a purpose-driven firm.