Business Operations Manager, Experiential Marketing

ABOUT YOU

We are looking for a Business Operations Manager, Experiential Marketing who is trustworthy, self-driven, organized, and accountable to join our Global Experiential Marketing team. The ideal candidate thrives in a fast-paced, highly collaborative, cross-functional and multicultural environment and is energized by keeping a large, global team running smoothly.

You will work directly with the VP of Global Experiential Marketing to run the business operations of the department: finance administration, people administration, planning and reporting. You will take on the operating rhythm of a team that is growing to 24 people across three regions, so the VP's time goes to event strategy, quality control and team performance. This is a business operations role, not an event delivery role.

The right person for this role will be a dependable, discreet and proactive operator who can hold many threads at once, prepare the numbers and the paperwork the VP needs to make decisions, chase commitments across regions without becoming a gatekeeper, and handle sensitive people and budget information with care.

This role is office-based in our Berlin or London office; depending on the location of the right candidate, remote working in the UK or CEST timezone would be considered. As this is a global role, some out-of-hours working will be required. Occasional travel may be required.

ABOUT US

Xsolla is a global commerce company with robust tools and services to help developers solve the inherent challenges of the video game industry. From indie to AAA, companies partner with Xsolla to help them fund, distribute, market, and monetize their games. Grounded in the belief in the future of video games, Xsolla is resolute in the mission to bring opportunities together, and continually make new resources available to creators. Headquartered and incorporated in Los Angeles, California, Xsolla operates as the merchant of record and has helped over 1,500+ game developers to reach more players and grow their businesses around the world. With more paths to profits and ways to win, developers have all the things needed to enjoy the game.

For more information, visit xsolla.com.

Longevity Opportunity Vision — Enjoy the game!

Responsibilities

• Finance administration

• Track and report on the department budget, preparing the 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 the administration for reviews, promotions, recruitment and hiring, preparing the process while the VP makes the 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

• Required:

• 5+ years of professional experience in business operations, chief of staff, finance or operations administration, or a similar role supporting a senior leader or a 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:

• 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.

Benefits

• We are passionate about fostering a supportive environment for our team, so we prioritize the physical, mental, and emotional well-being of our employees through a comprehensive

Benefits

• Program. This includes unlimited Flexible Time Off, Gym membership, monthly train ticket and a personalized career roadmap for each employee. By investing in professional development through training and educational opportunities, we ensure that our team thrives both personally and professionally.

• Together, we’re not just building a business; we’re cultivating a community that values creativity, collaboration, and the transformative power of play.

• The duties and responsibilities of this position may evolve over time to support the organization’s goals and individual growth. This job description is intended to outline the general nature and level of work being performed and is not intended to be an exhaustive list of all duties, responsibilities, and qualifications required.

• Xsolla takes your privacy seriously and will not sell or externally distribute any personal data received during the hiring process. In accordance with applicable data protection laws, Xsolla is committed to protecting your personal information and respecting your privacy.

• Explore more opportunities at: https://xsolla.com/careers