Senior Associate, Operations, People & Experience Team

ABOUT VAYNERX

VaynerX (https://vaynerx.com) is the most contemporary family of companies, working together to build and grow brands. Subsidiaries include VaynerMedia, Eva Nosidam Productions, The Sasha Group, Gallery Media Group, Tingley Lane Trading, VaynerSpeakers, and VaynerCommerce.

ABOUT VAYNERMEDIA 

VaynerMedia is a contemporary global creative and media agency with an expertise in driving relevance for clients and delivering impactful business results. The independently-owned company was founded in 2009 by Gary Vaynerchuk, and has offices in New York, Los Angeles, Toronto, Mexico City, London, Amsterdam, Singapore, Delhi, Kuala Lumpur, Bangkok, Tokyo, and Sydney. VaynerMedia has been recognized for its work at Cannes Lions, the Clio Awards and The Webby Awards. It is part of the VaynerX family of companies.

In a Nutshell

Vayner is looking for a high-energy, detail-oriented Senior Associate to join our People & Experience Team (PET). Reporting to PET Operations, this role is the operational backbone of our People team, partnering with PET Business Partners, the broader People & Experience Team, and cross-functional stakeholders to keep our people systems, processes, and programs running seamlessly.

You'll own the systems, data, and day-to-day operations that power the employee lifecycle, from maintaining HR systems and ensuring data integrity to coordinating key initiatives, improving processes, and helping build scalable operations as our business grows.

We're looking for a doer, someone who enjoys improving processes as much as executing them, loves a well-organized spreadsheet, appreciates the importance of clean data, rolls up their sleeves and takes ownership from start to finish.

Behind every great employee experience is exceptional operational execution.

The Opportunity

This is an opportunity for someone who is passionate about people and eager to learn the operational engine behind a modern People function. If you love bringing order to complexity, solving operational puzzles, and leaving every process better than you found it, you'll thrive here.

At Vayner, we're a team of teachers and lifelong learners. We love mentoring, sharing knowledge, and investing in one another's growth, while welcoming fresh perspectives that challenge us to improve.

You’ll join a team with incredible institutional knowledge and heart, some members of our People & Experience Team have been with Vayner for more than 17 years. We take immense pride in supporting our people, enabling our business, and delivering exceptional experiences every step of the way.

How You’ll Make An Impact

▶️ HR Systems & Data Management

• HRIS Administration: Own the accuracy and integrity of employee data across all People systems, ensuring timely processing of hires, transfers, promotions, organizational changes, and terminations.
• Data Integrity: Conduct recurring audits to maintain accurate, complete, and compliant employee records while proactively identifying and resolving discrepancies across systems in partnership with various key stakeholders.
• People Systems Management: Administer and maintain People systems, workflows, and documentation to ensure a seamless employee lifecycle and consistent user experience.
• Systems Optimization & Process Improvement: Continuously improve People systems and workflows by identifying opportunities to automate processes, streamline operations, and increase efficiency and scalability.

▶️ Reporting & People Analytics

• Reporting: Produce recurring People dashboards and reports, ensuring accurate and timely reporting on key workforce metrics, including headcount, hiring, turnover, and organizational health.
• Data Insights: Identify trends and opportunities within People data that help improve processes, reporting, and operational decision-making.
• Reporting Support: Assist with ad hoc reporting requests, data reconciliations, and report maintenance to support business and PET needs.
• Dashboard Management: Maintain and continuously improve People dashboards, ensuring leaders have access to accurate, meaningful, and actionable workforce data.

▶️ Benefits & Employee Support

• Benefits Administration: Support day-to-day benefits administration, including enrollments, qualifying life events, employee inquiries, vendor coordination, and annual Open Enrollment.
• Benefits Operations: Coordinate benefits communications, audits, reporting, reconciliations, and issue resolution to ensure accurate administration and an exceptional employee experience.

▶️ Employee Programs & Operations

• New Hire Onboarding: Coordinate the onboarding experience, ensuring all pre-boarding activities are completed on time and new hires are set up for success.
• Timesheet Compliance: Monitor agency-wide timesheet completion, proactively following up with employees and managers to ensure timely and accurate submissions.
• Training Program Administration: Own the day-to-day administration of the Company's training platform, including managing weekly training uploads, monitoring completion, and following up with employees to ensure compliance and payroll-related training requirements are completed on time.
• Program Coordination: Coordinate recurring People & Experience initiatives by managing timelines, tracking milestones, following up with stakeholders, and ensuring projects are completed on schedule.

▶️ Administrative & Operational Support

• Operational Coordination: Support the operational needs of the People & Experience team by coordinating purchase orders, invoice processing, employee care initiatives, mail management, vendor administration, and other other administrative workflows that support the successful execution of People programs.

What Success Looks Like:

• Tech Savvy: Advanced proficiency in Excel or Google Sheets, confidence learning new HR systems (e.g., HiBob, ADP), and curiosity about using AI to improve efficiency.
• Unrivaled Attention to Detail: You catch the typos and data discrepancies others miss because you know the smallest details often have the biggest impact.
• Organization & Execution: You thrive on juggling multiple priorities, staying organized, and ensuring nothing falls through the cracks.
• Problem Solving & Process Improvement: You don't just identify problems, you think critically, propose solutions, and look for ways to improve how work gets done.
• Ownership & Accountability: You take initiative, follow through, and can be counted on to deliver high-quality work. 
• Growth Mindset: You're eager to learn, embrace feedback, and continuously develop your skills.
• Service Mindset: You enjoy helping others and take pride in delivering an exceptional employee experience through thoughtful, responsive support.
• Discretion: You understand the sensitive nature of People data and can be trusted with the highest level of confidentiality.

The Vayner Way
We are not your typical HR department. We are all about the People & their Experience working at Vayner. We believe in empathy, speed, and the power of human connection. If you are ready to work hard, learn fast, and be part of a team that is redefining the workplace, we want to hear from you.