You’re here because you know your business needs support — not just help.

This playbook will walk you through exactly how to identify, hire, and develop the right OBM for where your business is right now (not where you hope it’ll be six months from now).

If you’ve got someone in mind already, even better. If you’re still looking — this will make the process 10x easier.

This playbook will will walk you through:

• The 3 types of CEOs who hire OBMs

• What kind of OBM each stage actually needs

• How much you should expect to invest

• What questions to ask when hiring

• Where to actually find your OBM

Prefer to Watch it? Check out the YouTube Video:

The OBM Hiring Playbook: Your Step-by-Step Framework

Step 1: Identify Your CEO Stage

OBMs aren’t one-size-fits-all. First, figure out what stage your business is in so you can hire accordingly. Getting clear on your stage will shape every decision that follows. Let’s figure out what stage of business you’re actually in:

The 3 Types of CEOs Who Hire OBMs

1. The Foundational CEO

• You’re still wearing every hat.

• You may have one part-time VA — or no help at all.

• Systems are in your head, not in Airtable.

• You’re still figuring out how to run your business efficiently.

What you need:
Someone who can set up systems, processes, and foundational ops from the ground up, so you can actually delegate. They'll be focusing on things like:

• Documenting SOPs

• Setting up your project management system (like Airtable or ClickUp)

• Implementing automations

• Hiring and onboarding your first few key team members

2. The Growth CEO

• You have a few team members and consistent revenue.

• You’re stuck in decision fatigue — everything still runs through you.

• Projects are happening, but they’re not organized.

What you need:
An OBM who can run the team and build real workflows, so you can focus on vision and leadership. They'll be doing things like:

• Managing project timelines and deliverables

• Supporting team members (VAs, contractors, specialists)

• Acting as the bridge between you and your team

This OBM is no longer just setting things up — they’re making sure your people actually function together.

3. The Scaling CEO

You’ve got a team, systems, and revenue...You’re no longer in the weeds — you’re in the strategy, and constant refinement to your current business structure is taking place.

• At this point, your reaching up to 7+ figures per month or higher.

• You want to step back and focus only on growth, leadership, or expansion.

• You’ve got systems — but they need refining, optimizing, and reporting.

• At this stage, your OBM is more than a manager — they’re a partner in growth.

What you need:
An OBM who can act as your second-in-command. Not only are they refining your existing systems, they’re:

• Managing teams

• Optimizing systems

• Reporting on KPIs and Data and performance

Use this framework to anchor every decision from here forward.

Step 2: Prep Your Business for an OBM

After you've discovered what type of CEO you are, you'll likely still be asking these questions:

Am I ready to hire now?

If you’re spending more than 50% of your time on ops and not on growth — yes.

Should I promote internally or hire fresh?

If your VA has leadership potential and wants to grow, promote and enroll them in the Strategy Tier. If they don’t, hire externally.

Should I train a VA or find an experienced OBM?

If your business is past the $300–400K range, hire experienced.

If you’re under that and have someone loyal with potential — train them (and I’ll do it for you).

How much should you expect to pay for an OBM?

OBMs typically range between $2500 - $8000 per month (depending on the stage of your business).OBMs are not task-doers — they’re managers and systems builders.

⚠️ If you're making making less than $350k per year annually - an OBM may not be a good fit for you - OBMs are meant to be long-term in your business (unless you've hired them for a project)

Once you've gotten these questions answered, you'll need to start preparing for business for your OBM. You don’t need perfection—but you do need structure. Here’s how CEOs should prep their business before (or right as) they bring on an OBM:

Get Clear on What You Actually Want to Hand Off

Don't hire and expect them to “just figure it out.” Create a simple list of what’s taking up your time:

• Daily ops

• Team management

• Project timelines

• Backend tasks (launches, CRM, metrics, etc.)

Then highlight what you don’t want to touch anymore — this becomes your initial delegation list.

Create or Gather Access to Tools & Systems

Even if it's messy, your OBM needs visibility. Make sure they have access to:

• Project Management Tool (ClickUp, Airtable, Notion)

• Your CRM (GHL, FG Funnels, etc.)

• Google Drive / SOP docs

• Team communication channels

• Metrics dashboards (Stripe, GA, dashboards if any exist)

Bonus if you set up a “Team HQ” doc like the one you're offering — gold.

Communicate Your Leadership Style & Vision

OBMs thrive on clarity. Before they come in, write down:

• How you like to be updated (weekly report, Slack ping, dashboard, etc.)

• What success looks like to you

• Your current business goals (monthly, quarterly) - don't give vague shit here, be specific.

• Any bottlenecks or messes they’re walking into

This saves so much time and confusion upfront.

Be Ready to Let Go — Gradually but Intentionally

Hiring an OBM means stepping out of the weeds. That’s the point. But it also means being prepared to trust, review, and adjust as they take the wheel. Depending on your OBM, you'll being doing weekly check-ins for the first 90 days and build trust through aligned communication. Make sure you just don't dump and leave - not good for any relationship.

Step 3: Define the Role You Need Filled

Before you even think about posting a job or reaching out to a directory, get clear on:

• What problems are you hiring them to solve?

• What do you want off your plate?

• What kind of decision-making authority will they have?

OBMs manage, lead, and build. Define outcomes, not just tasks.

Example:
❌ “I need help managing my inbox.”
✅ “I need someone to manage my team, handle project timelines, and own operations so I can focus on sales.”

What OBMs should be doing (this depends on what they offer of these services)

Here's what should fall under an OBM’s scope (depending on their skill set and your needs):

• Team Management: Oversight of contractors, VAs, or internal team members.

• Systems Setup + Optimization: Tools like ClickUp, Airtable, Notion, Slack, GDrive, etc.

• Project Management: Launches, new offers, internal ops, product delivery.

• Hiring + Onboarding Support: Building the process or overseeing it entirely.

• SOP Creation + Maintenance: Translating chaos into repeatable workflows.

• Data & KPI Tracking: Metrics reporting and identifying performance gaps.

• CEO Operations Partner: Strategic thinking, planning, and decision support.

What OBMs Aren’t Here to Do (Even If They’re Capable)

• Lead Generation

• Sales

• Social Media Management

• Creative Design

• Sales

• Your 24/7 sounding board or personal coach

The key word in this role is management. When you require your OBM to do the above listed items (and that's just a few) you're taking them out of the management role. Those tasks belong to VAs, EAs, or specialists. When you confuse the role, you get resentment on both sides. And a whole lot of wasted time.

What a Bad OBM Job Description Looks Like:

Let’s break this down together. Here’s an actual job description I came across — and why it’s a hard no.

YOU’RE PERFECT FOR IF… 

• You have at least 3 years as an OBM in a high-growth startup. Experience in a $1M+ online coaching company is a plus. 

• You are an operator at heart; systems, processes, and organization is your gift. ● You are self-reliant and thrive in a numbers-driven, fast-paced environment; you know your deliverables and metrics and are accountable to hit them. 

• You like to talk in numbers. You understand that when quantifying your work, you are bringing excellence to the table. 

• You can pull data from various tools and can also maximize the functionality of our reporting. 

• You enjoy being an implementer and are not looking to “let-go” of this function, but you are looking to grow in your role and have strategic conversations.

• You can “own your desk”. For us, this means total accountability for your work. If you are assigned a topic, you are responsible for managing the process, end to end. This requires both “thinking” and “doing”. 

• You own your mistakes. Period. 

• You maintain a professional, polished, camera-ready presence at all times. There will be times you’ll hop on a Zoom with a Fortune 500 client to assist with their portal access. 

• You thrive working with a strong, direct communicator. 

• You have strong attention to detail and can juggle multiple balls. 

• You have previous experience working in Clickup for project management and have strong experience building automations in CRMs (this is a requirement). 

• You have previously managed all the pieces of a launch, and being in launch mode energizes and excites you. We launch roughly 6-8 times a year. 

• You have experience managing a podcast from an operational perspective. 

• You are skilled at repurposing content and can leverage our podcast, blog and livestreams when creating reels and social media content. 

• You are proactive, flexible, and adaptable, and enjoy working on a lean team. 

• You can receive high-level direction from the CEO on varying topics, keep organized, and execute flawlessly. 

• You are a sound communicator - clear, concise, and polished. 

• You are comfortable in a startup environment - we are building the plane while flying it! 

• You have the flexibility to do light weekend work during launches. 

• You are dedicated and loyal and thrive in long, healthy partnerships. 

• You deeply care about your work and it’s reflected in your work product. 

RESPONSIBILITIES 

   This role will own implementing all things tech and operations-related inside our company

     CRM MANAGEMENT + DATA REPORTING 

• Create and update GoHighLevel automations, sequences, email broadcasts, offers, integrations, tags, pipelines, calendars, inbox management, etc. 

• Funnel management; place already created copy into templates 

• Create and run large reports (growth, lead source, time to close, etc) and identify opportunities for our sales team 

• Maximize the functionality of our reporting; run reports that will enable Coaches do their job better e.g., client course progression 

• Create and send surveys 
  

LAUNCH MANAGEMENT 

• Manage the entire back-end process related to our launches (CYC Bootcamp) including but not limited to:

• Create Zoom webinar, polls, email sequences, reminder emails, and texts ○ Coordinate panelists and attendees 

• Track leads for viability and reporting on attendance and participation ○ Calendar management for sales consults 

• Respond to all inquiries from leads

• Ensure timely onboarding of all new clients 

SOCIAL MEDIA & CONTENT MANAGEMENT 

Using Instagram, Facebook, Linkedin Repurpose content: 

• Leverage our podcasts and other long-form content to create social media content - graphics, reels, posts, images, etc. Post according to our schedule. ○ Blogpost to other formats, live video to written text, audiogram clips, IG graphics, etc. 

• Create 1-2 min video snippets from our longer live streams, including headings, subtitles, and music. 

• Respond to all incoming messages or comments on our content 

• Engage on like-minded content from others 

• Manage and proactively organize all created content in a content bank

• Plan all content out for a rolling 4 weeks 

• Report on content performance weekly 

PODCAST MANAGEMENT 

● Download and upload to YouTube, Leadpages & Website Blog (Squarespace) ● Transcribe 

● Upload to Libsyn for Apple and Spotify 

● Report on podcast performance weekly 

● Podcast Guest Pitching / Strategic Partnerships / Speaking events 

● Identify podcasts with similar audiences as ours 

● Schedule 

● Identify and orchestrate other opportunities to partner with other business leaders ● Identify and pitch speaking events 

PROJECT & PROCESS MANAGEMENT

• Take high level audios and projects from CEO, distill project into actionable tasks in Clickup with owners and due dates. Clarify project with CEO, prioritize and execute. 

• Ensure SOP is followed and tasks are checked off in Clickup as they are completed 

• Create and implement process for managing commission payouts for our Sales Team

• Update SOPs every week 

• Create new SOPs and training videos on new processes

BILLING 

• Confirm cash collected daily 

• Support failed payments. Follow-up messages or if necessary, follow the process to send to collections. 

• Update client payment methods as needed 

• Generate aging reports in Stripe 

🚩 Why this is bad:

• Blending Full-Time Roles

  It combines tech VA, social media manager, podcast producer, and OBM — all in one. That’s at least three different hires.

• No Clarity on Ownership or Outcomes

  It’s a list of tasks, not results. There’s no clear definition of what success looks like.

• Overreach Without Boundaries

  “Light weekend work,” “hop on a Zoom with Fortune 500 clients,” “own your desk,” — but nowhere does it talk about actual business goals or structure.

• Mismatch of Tone and Scope
  They want a confident strategist who will implement, but also be a content repurposer and DM responder. That’s not a management role — it’s a burnout trap.

What a Good OBM Job Description Looks Like:

Now, here’s one that actually gets it. It’s clear, aligned, and sets the OBM up for success from day one.

Position Overview:

• Oversee and manage all aspects of business operations from specific project execution management to overarching backend operational support. 

• Lead online product delivery for bossbabe, orchestrating team members to deliver the best possible product in market with the highest caliber of customer experience.

• Spearhead projects, such as product launches, affiliate and marketing initiatives, coordinating the team of experts and individual contributors.

• Ensure tech stack and systems are set up to integrate, capture leads, collect data & analytics and deliver digital products seamlessly.

• Supervise small, remote team, providing guidance and support in a management and mentorship capacity.

• Implement process improvements to enhance efficiency and effectiveness. 

• Track and manage revenue projections, expenses, profit & loss for the business. 

• Free up the CEO by making day-to-day decisions for the team.

Detailed Responsibilities:

Company Organization

• Strategize and implement company organizational policies. 

• Create company documents and procedures that enhance communication, and maximize efficiency across the company.

• Ensure quarterly updates of the Playbook and that our SOPs are up to date across departments.

• Oversee the upkeep of virtual office spaces.

Project Management

• Act as executive project manager, ensuring all active projects and work streams for the business at any point in time are on-track and running efficiently.

• Run point on launches and big initiatives, orchestrating the team and delegating tasks effectively.

• Plan for resource/support needs when needed to deliver on a project outcome.

Launch Management

• Roll up your sleeves and help in setting up launch tech, automations and funnel flows.

• Ensure the team is clear on priorities and tasks to ensure a smooth launch.

• Set up reporting frameworks for incoming lead volume and conversions.

• Ensure affiliates (if applicable) are set up to succeed.

Company Administration

• Manage business software and tech stack, ensuring we are optimized for our needs but cost efficient in how we invest.

• Run quarterly software audits - ensure we are on the right plans and perform monthly reconciliation on charges.

• Ensure company online accounts are secure and up to date with password sharing softwares, organized for FTE and Contractor access.

• Support in the management of contractors, vendors, and/or interns including time-tracking, invoicing and confidentiality.

Accounting Oversight (working with Accounting Team)

• Control company costs, and introducing tactical initiatives to address failed payments, disputes and other losses. 

• Monitor invoices, money handling procedures, accounting and bank processes.

• Manage employee expenses, approving and ensuring they are paid on time.

• Ensure contractor & vendor invoices are correct and paid on time.

• Ensure we are getting paid properly on partnership agreements.

Affiliate Partnerships

• Work as a liaison with affiliate partners to ensure a seamless experience for both parties and that all legal and documentation needs are handled appropriately.

• Track all affiliate partnerships & activity in an organized manner.

• Ensure the collection of all partnership and affiliate monies.

Legal (alongside our Legal Attorney)

• Review any partnership, guest expert and affiliate program agreements, working with the bossbabe attorney when necessary.

• Take action to defend plagiarism of products and use of our trademarks.

• Ensure regulatory and legal compliance of the company during giveaways and physical events.

Team Management

• Supervise team in the day-to-day of the business, ensuring everyone is focused on the most important priorities.

• Manage team performance with feedback loops, formal performance reviews and performance improvement plans when needed.

• Ensure all team members have efficient rhythms set that lend to the operational efficiency of the business at large and manage capacity appropriately on an individual basis.

• Problem-solve and unblock the team in the day-to-day as needed.

• Mentor and manage the team as individuals, fostering engagement, growth and retention.

• Evaluate and hire contractors and other support roles, ensuring all documentation is compliant legally and onboarding is smooth for both parties.

• Supervise contractors, ensuring high performance and scope adherence.

• Manage onboarding and offboarding process for team members. 

What We’re Looking For:

• Demonstrated experience (5+ years) working in an operations capacity with a 7+ figure online business.

• An extremely resourceful and driven individual who always finds a way to get the desired outcome.

• A strong communicator - this is a highly collaborative role where you will both be managing team priorities as well as sharing results & KPIs.

• Emotional intelligence and savvy with how to work with different people and personalities to maximize results while maintaining a healthy team environment.

• Strong leadership skills with the ability to supervise and motivate a team. 

• Excellent project management skills, with the ability to prioritize tasks and meet deadlines.

• A highly organized and deadline-driven individual; someone who can ensure execution requirements are met in a fast-moving environment. 

• Experience in process improvement initiatives to drive operational excellence.

• Familiarity with our tech stack including Asana, Google, Slack, Active Campaign, ClickFunnels, Webinarjam, Kajabi, Circle.

What’s in it For You:

• A supportive, fun and collaborative workplace where the people truly care about one another and helping each other succeed.

• A fully remote environment where you may be location independent.

• Space to really bring your ideas to the table where you will be heard and valued as a key member of the team.

• A mission that truly helps people; you will see the gratitude from our members, making the work you put in even more rewarding.

• Health, Dental, Vision, 401K (US applicants).
  

✅ Why this works:

It’s clear, specific, and rooted in what the CEO actually needs.

• It Leads with Leadership

  It doesn’t just say “you’ll help with ops.” It clearly states the OBM will lead backend operations and support decision-making.

• Defined Scope and Strategic Focus

  It includes specific categories: launches, team management, systems optimization — with a clear role in each.

• Organizational Context

  It frames the OBM’s place in the business, explains how they’ll collaborate with the CEO, and what tools they’ll be working with.

• It’s Realistic and Transparent

  There are detailed responsibilities, but they’re grouped logically and match the expectations of someone in a leadership/ops role.

• It Highlights the Environment and Culture
  Including what’s in it for the OBM — autonomy, a team-first environment, and support — makes it more attractive to real professionals.

Bottom line?
Write your job post like you’re hiring a manager — because you are. If your job description reads like a wishlist instead of a strategic hire, hit backspace. Don’t water it down. Don’t try to sneak in unrelated roles. Be honest about what your business needs and who you’re ready to lead alongside you.

Step 4: The Hiring Process

Where to Find an OBM

• The OBM Directory (powered by my Back Office Blueprint Community — every OBM listed has training and a real system)

• Referrals from other CEOs and operators

• Professional Communities (Circle, Skool, Slack groups)

• LinkedIn + Direct Outreach

• Indeed or your business job board of choice

What to Ask in the OBM Interview

• Can you walk me through how you’ve structured systems for past clients?

• How do you manage teams and ensure projects stay on track?

• What tools and systems are you most confident in?

• How do you work with CEOs who struggle to delegate?

• What does success look like to you in the OBM role?

You’re not just looking for answers—you’re looking for alignment. Don't take this lightly - you'll be working closely with this person (24/5).

Red Flags

• Answers that are vague or overly scripted

• No process or onboarding experience

• Unable to explain project timelines or SOP creation

How to Compare Candidates

• Match their experience to your CEO stage

• Ask for work samples (or SOPs they’ve created)

• See how they respond to realistic scenarios

Step 5: Onboarding Your New OBM

If you've hired an experienced OBM, they'll more than likely have their own 90 day onboarding system or process to make sure they set the foundation and establish the relationship while working with you. The first 90 days is crucial. If you've prepped with the above list, you should be good to go, if not, you need to be prepared to have your business audited.

If you don't fall into a category of neither the OBM coming with a system and you are hiring someone that has never done this before, here's a simple 30 day onboarding flow you can follow:

• Week 1 – Backend Training

• Tool access, SOPs, org chart (even if it’s just you), priorities, expectations.

• Week 2 – Audit + Observe

• Let them shadow, review current processes, and take notes.

• Week 3 – Align + Plan

• Co-create a 90-day plan together. Assign real ownership.

• Week 4 – Ownership Begins

• Let them lead and handle what they were hired for.

Wrap Up

Hiring the right OBM can completely change how your business operates — but only if you choose one that matches your needs and your stage of growth. Use this guide to figure out where you stand, what kind of OBM you need, and where to find them.

You’re not just hiring help — you’re hiring leadership. Make it count.

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