Emboss Design
Director of Operations
Newport, KY | Full-time | In-office leadership role
Please note: We will only review candidates who complete all items listed in the “How to Apply” section.
About Emboss Emboss is a boutique architecture 8-10 person firm in Newport, KY committed to creating spaces where people, community, and the planet thrive. With 60+ active projects across K-12 schools, hotels, apartments, distilleries, workplaces, and nonprofits, we deliver thoughtful, high-impact design with the agility of a small studio and the standards of a national practice.
Job Summary We are hiring a Director of Operations to build, refine, and run the internal systems that power a high-performing architecture firm. This role is deeply focused on people, process, communication, and accountability — ensuring the team works smoothly and predictably across 60+ projects.
To thrive in this role, you must be
AI-fluent : comfortable using AI tools daily to streamline work, draft SOPs, support decision-making, and operate our AI-enabled dashboards. You will partner with a fractional AI systems specialist for technical builds; your focus is
running and improving the systems , not architecting them from scratch.
This is a
people + process + systems
role — the operational engine of Emboss.
Who You Are You are the rare leader who is both strategic and operational. You love clarity, systems, and accountability — and you can command a room without raising your voice. You are:
Highly organized
with strong follow-through Calm , unflappable, and excellent at managing many moving parts Detail-obsessed
but not rigid Direct, confident, and assertive , but warm and collaborative Process-driven
— you love taking messy systems and bringing order A natural
problem-solver
who anticipates issues before they happen A person who supports the CEO by taking work off their plate, not adding to it Someone who truly enjoys leading through clarity, structure, and logic
If people often tell you that you “get more done than anyone they’ve ever seen” — you might be perfect.
Key Responsibilities People & Leadership Serve as strong
in-person leadership
and steady day-to-day oversight for the studio Manage workloads, workflows, expectations, and internal coordination Partner closely with CEO and senior staff on team alignment and accountability Lead the
first round of interviews
for all candidates and maintain a steady hiring pipeline Support onboarding, training, and culture maintenance
Operations & Systems Keep all our operational systems running smoothly each day Maintain and improve SOPs, workflows, standards, templates, and checklists Integrate AI and automation tools to improve efficiency and consistency Ensure information flows clearly across the studio and nothing slips through the cracks Run
weekly operations meetings
with clear agendas, follow-ups, and accountability
Scheduling, Staffing & Delivery Own firmwide scheduling Maintain our weekly
60-day staffing map Track project milestones and internal deadlines Support project teams in staying aligned, equipped, and on schedule Attend early client onboarding meetings and translate priorities into internal actions
Proposals, Contracts & Scoping Draft proposals, scopes of work, contracts, and project timelines Coordinate with CEO and project leads on pricing, deliverables, and expectations Ensure all project setup details (forms, files, workflows, consultant coordination) are complete and consistent
Billing, Revenue & Forecasting Oversee the monthly billing cycle and keep it moving on schedule Maintain a
monthly estimated income forecast Track invoicing progress, AR status, and identify variances early Monitor utilization and staffing targets Assist CEO with high-level financial strategy through clear reporting (not CFO-level responsibility)
Studio Operations Maintain a smooth, organized, well-run in-person studio environment Oversee compliance, insurance, forms, licensing, renewals, and operational logistics Implement tools and processes that reduce friction and improve overall firm performance
Not Responsible For No Drawing production | QA/QC of architectural documents | Design leadership
Compensation & Benefits Highly Competitive Base Salary Health insurance, HSA, PTO, paid holidays, and paid parental leave 401(k) with company match + profit sharing Leadership growth and career development opportunities A collaborative, mission-driven culture with a supportive team A leadership seat where your impact is visible daily
How to Apply Complete our Culture Index survey: https://surveys.cultureindex.com/s/kLFZgUEdJm/112873
To apply, email
emma at embossdesign.com
with:
Subject line:
Director of Operations | [Your Name]
In the body of the email, answer the following:
Why this role, and why now? (2–3 short paragraphs. No fluff.)
Describe one operational system you’ve built or significantly improved. What was broken? What did you change? What was the outcome?
How do you currently use AI in your work? Be specific. Tools, workflows, or examples welcome. (You do not need to be an AI architect — but you must be comfortable learning and applying it.)
#J-18808-Ljbffr
Please note: We will only review candidates who complete all items listed in the “How to Apply” section.
About Emboss Emboss is a boutique architecture 8-10 person firm in Newport, KY committed to creating spaces where people, community, and the planet thrive. With 60+ active projects across K-12 schools, hotels, apartments, distilleries, workplaces, and nonprofits, we deliver thoughtful, high-impact design with the agility of a small studio and the standards of a national practice.
Job Summary We are hiring a Director of Operations to build, refine, and run the internal systems that power a high-performing architecture firm. This role is deeply focused on people, process, communication, and accountability — ensuring the team works smoothly and predictably across 60+ projects.
To thrive in this role, you must be
AI-fluent : comfortable using AI tools daily to streamline work, draft SOPs, support decision-making, and operate our AI-enabled dashboards. You will partner with a fractional AI systems specialist for technical builds; your focus is
running and improving the systems , not architecting them from scratch.
This is a
people + process + systems
role — the operational engine of Emboss.
Who You Are You are the rare leader who is both strategic and operational. You love clarity, systems, and accountability — and you can command a room without raising your voice. You are:
Highly organized
with strong follow-through Calm , unflappable, and excellent at managing many moving parts Detail-obsessed
but not rigid Direct, confident, and assertive , but warm and collaborative Process-driven
— you love taking messy systems and bringing order A natural
problem-solver
who anticipates issues before they happen A person who supports the CEO by taking work off their plate, not adding to it Someone who truly enjoys leading through clarity, structure, and logic
If people often tell you that you “get more done than anyone they’ve ever seen” — you might be perfect.
Key Responsibilities People & Leadership Serve as strong
in-person leadership
and steady day-to-day oversight for the studio Manage workloads, workflows, expectations, and internal coordination Partner closely with CEO and senior staff on team alignment and accountability Lead the
first round of interviews
for all candidates and maintain a steady hiring pipeline Support onboarding, training, and culture maintenance
Operations & Systems Keep all our operational systems running smoothly each day Maintain and improve SOPs, workflows, standards, templates, and checklists Integrate AI and automation tools to improve efficiency and consistency Ensure information flows clearly across the studio and nothing slips through the cracks Run
weekly operations meetings
with clear agendas, follow-ups, and accountability
Scheduling, Staffing & Delivery Own firmwide scheduling Maintain our weekly
60-day staffing map Track project milestones and internal deadlines Support project teams in staying aligned, equipped, and on schedule Attend early client onboarding meetings and translate priorities into internal actions
Proposals, Contracts & Scoping Draft proposals, scopes of work, contracts, and project timelines Coordinate with CEO and project leads on pricing, deliverables, and expectations Ensure all project setup details (forms, files, workflows, consultant coordination) are complete and consistent
Billing, Revenue & Forecasting Oversee the monthly billing cycle and keep it moving on schedule Maintain a
monthly estimated income forecast Track invoicing progress, AR status, and identify variances early Monitor utilization and staffing targets Assist CEO with high-level financial strategy through clear reporting (not CFO-level responsibility)
Studio Operations Maintain a smooth, organized, well-run in-person studio environment Oversee compliance, insurance, forms, licensing, renewals, and operational logistics Implement tools and processes that reduce friction and improve overall firm performance
Not Responsible For No Drawing production | QA/QC of architectural documents | Design leadership
Compensation & Benefits Highly Competitive Base Salary Health insurance, HSA, PTO, paid holidays, and paid parental leave 401(k) with company match + profit sharing Leadership growth and career development opportunities A collaborative, mission-driven culture with a supportive team A leadership seat where your impact is visible daily
How to Apply Complete our Culture Index survey: https://surveys.cultureindex.com/s/kLFZgUEdJm/112873
To apply, email
emma at embossdesign.com
with:
Subject line:
Director of Operations | [Your Name]
In the body of the email, answer the following:
Why this role, and why now? (2–3 short paragraphs. No fluff.)
Describe one operational system you’ve built or significantly improved. What was broken? What did you change? What was the outcome?
How do you currently use AI in your work? Be specific. Tools, workflows, or examples welcome. (You do not need to be an AI architect — but you must be comfortable learning and applying it.)
#J-18808-Ljbffr