Operations Manager

Primary Purpose:

The Operations Manager manages the administrative systems and day-to-day operational functions that support the organization. This role works closely with the Executive Director, Finance Director, Regional Program Directors, and Board leadership to ensure organizational activities are coordinated, documented, and executed effectively.

The position also provides executive-level administrative support to the Executive Director. It serves as a central point of coordination for organizational operations, acting as a key operational partner and right hand to the Executive Director as company grows.

Responsibilities and Duties:

• Manage day-to-day administrative operations and organizational systems.

• Provide executive support to the Executive Director, including scheduling, meeting coordination, correspondence, travel arrangements, and follow-up on organizational priorities.

• Coordinate Board and committee meeting logistics, preparation and distribution of meeting materials, maintenance of Board records, and tracking of Board actions and follow-up items.

• Administer membership processes, including applications, renewals, member records, CRM/database management, routine member communications, and coordination of membership benefits.

• Coordinate logistics for company meetings, programs, conferences, regional events, and other organizational activities in collaboration with Regional Program Directors and other staff.

• Administer organizational travel processes, including registrations, travel documentation, approvals, reservations, expense documentation, and reimbursement coordination in accordance with company policies.

• Maintain organizational files, policies, contracts, vendor records, templates, calendars, and other administrative records.

• Coordinate purchasing, vendors, supplies, technology, and other operational needs.

• Support financial administration by organizing invoices, receipts, expense documentation, purchasing records, and other materials required by the Finance Director.

• Maintain organizational calendars, tracking systems, and dashboards for key deadlines, meetings, events, memberships, contracts, reports, and other deliverables.

• Coordinate routine organizational communications, contact lists, email distributions, event communications, and administrative updates.

• Support staff onboarding and maintenance of personnel and administrative records.

• Develop and improve administrative procedures and workflows that increase organizational efficiency and consistency.

Education and/or Experience Qualifications

• Bachelor's degree preferred in Business Administration, Organizational Management, Communications, Nonprofit Management, or a related field; equivalent relevant experience may be strongly considered.
• Experience in operations, executive support, nonprofit or association administration, project management, or a related area.
• Ability to manage multiple priorities, deadlines, and projects with strong attention to detail.
• Strong written and verbal communication skills.
• Strong technology skills and experience with Microsoft Office/Microsoft 365, CRM or database systems, virtual meeting platforms, and other business technology.
• Ability to work independently, exercise sound judgment, maintain confidentiality, and anticipate organizational needs.
• Strong interpersonal skills and ability to work effectively with executive leadership, Board members, staff, members, vendors, and external partners.
• US work authorization (Required)
• Ability to work independently

Pay:$60,000 per year

About Us:

People Architectural Group, LLC is an HR consulting and talent solutions firm helping small and midsize businesses, nonprofits, and manufacturing organizations address the people challenges that impact performance, retention, and growth. Through fractional HR, recruiting, training and development, and strategic HR consulting, we help organizations find the source of their people challenges and build practical solutions that last.

When recruiting on behalf of our clients, People Architectural Group is committed to supporting fair and inclusive hiring practices. Qualified applicants will be considered without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by applicable federal, state, or local law.

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