Overview
Xsolla is looking for a Business Operations Manager to support the VP of Global Experiential Marketing. This is a business operations role focused on finance administration, people administration, planning, and reporting for a growing team of 24 people across three regions. The goal is to free the VP's time for event strategy, quality control, and team performance.
The ideal candidate is trustworthy, self-driven, organized, and accountable, and thrives in a fast-paced, cross-functional, multicultural environment.
This role is office-based in Berlin or London. Remote working in the UK or CEST timezone may be considered. Some out-of-hours working is required due to the global nature of the role. Occasional travel may be required.
About Xsolla
Xsolla is a global commerce company providing tools and services to help game developers fund, distribute, market, and monetize their games. Headquartered in Los Angeles, California, Xsolla operates as the merchant of record and has helped over 1,500 game developers reach players worldwide.
Responsibilities
Finance Administration
- Track and report on the department budget, preparing numbers for the VP's budget decisions.
- Manage expenses and travel requests for the team, and handle travel booking for the VP.
- Manage Brex for the team: prepare and pre-check spend, flag exceptions, and escalate anything above agreed limits, with the VP giving final approval.
- Prepare travel reporting, including German travel reports within 7 days of travel.
- Provide monthly budget vs actual reporting in the format agreed with Finance.
People Administration
- Track holidays and time off across the team.
- Coordinate administration for reviews, promotions, recruitment, and hiring, preparing the process while the VP makes decisions and offers.
- Track team goals and bonus envelopes.
- Handle confidential people and compensation information in line with access rules agreed with HR and Finance.
Reporting and Operating Rhythm
- Prepare bi-weekly slides and updates for the MPI team, drafted for the VP to review and present.
- Run leadership meeting logistics and maintain action and decision logs.
- Chase commitments across regions, sales, and operations, and track weekly progress in Jira plans.
- Track global event deal and sponsorship approvals through to the VP's decision.
Planning and Workload
- Maintain a view of team workload and capacity, and flag overload to the VP.
- Own the planning calendar, including review, budget, and bonus cycles.
- Lead special projects and cross-regional initiatives on the VP's behalf.
Working Boundaries
- Request updates and status from any team on the VP's behalf in a way that speeds teams up rather than polices them.
- Escalate budget, people, and priority conflicts to the VP.
- Stay out of event process and playbooks, which remain with the event operations team.
Requirements
- 5+ years of professional experience in business operations, chief of staff, finance or operations administration, or a similar role supporting a senior leader or large team.
- Proven experience tracking budgets and expenses and producing clear financial and operational reporting.
- Experience handling confidential information such as people, compensation, or financial data with discretion.
- Strong written and verbal communication skills in English, with the ability to build clear slides and updates for senior audiences.
- Excellent organizational skills and the ability to manage many tasks and deadlines at once.
- Proficiency with Google Workspace and standard Microsoft Office software.
- Comfortable working with global teams across time zones in a culturally diverse company.
Preferred Qualifications
- Bachelor's degree in Business, Finance, Operations, or a related field, or equivalent experience.
- Experience in the video games, tech, or software industry, or in event and marketing operations.
- Familiarity with Jira and the Atlassian suite, Brex or similar spend management tools, and forecasting software such as Anaplan.
- Experience supporting a distributed global team across multiple regions.
- Familiarity with HR processes such as performance reviews, promotions, and hiring workflows.
Compensation
EUR 70,000 - EUR 100,000 per year