Executive Team Operations Manager

Real HR Hero - Thompson HR Consulting • Sacramento, CA

48d • $95,000 - $125,000 • Remote

About The Position

Come work for a company that makes a difference within the communities of the State of California. This company works on cutting-edge prevention programming, providing counties with an independent administrative and fiscal intergovernmental structure. Our client helps fund, develop, and implement California's mental health services and educational programs. As a mental health organization, this company actively seeks to support qualified disabled candidates in obtaining employment with their company and is an Equal Opportunity Employer. Please complete the self-identification section of the application. This company offers a VERY Generous Benefits Package, including: 10% company-sponsored retirement account (401a) 100% vested – additional compensation/retirement. Medical, Dental, Vision, LTD, Life Insurance, Wellness Program, FSA Generous PTO plan JOB SUMMARY: The Executive Team Operations Manager (ETOM) primarily serves as the ED’s right hand and trusted partner, providing high-level administrative, project management, and organizational support to ensure the ED remains focused, informed, and effective in leading the organization's mission. This role goes beyond traditional executive support, acting as a strategic organizer, communicator, and project manager. The ETOM role ensures operational alignment, functioning as a central hub that keep the executive team organized, informed, and accountable, using tools such as Asana, Outlook, Salesforce, and SharePoint to track priorities, follow up on deliverables, and help drive the completion executive duties. The ETOM manages the ED’s calendar and communications with precision, prepares and tracks meeting materials, and coordinates with staff, vendors, and external partners on the ED’s behalf. This position will also provide occasional support to the Chief Digital Information Officer (CDIO) and other c-level executive on high-priority projects and initiatives. The ideal candidate demonstrates confidence, professionalism, and humility -- able to lead through influence, anticipate needs, and make sound judgments in fast-paced or sensitive situations. At times, this position will represent the ED in internal and external meetings, ensuring continuity of communication and accountability.

Requirements

• Requires a BS/BA (In English/Communication, Public/Business Administration -- preferred).
• Coursework or certification in Project Management, Executive Support, Office Management (e.g. PMP, CAP, IAAP, CEA)
• Five (5) years of qualifying senior executive assistant or project management experience supporting senior executives, INCLUDING:
• Experience supporting cross-functional projects and using project management tools (e.g., Asana, Smartsheet, or MS Planner).
• Proven experience with managing complex scheduling, managing competing priorities, and serving as a liaison between departments or agencies.
• Demonstrated experience handling confidential, sensitive, and high-level communications.
• Strong background in board or committee support, including preparing agendas, board packets, and minutes.
• Experience coordinating virtual and hybrid meetings using Zoom and Microsoft Teams.
• Proactive problem-solver with the ability to anticipate needs and adapt to changing priorities.
• Exceptional organizational and time-management skills with meticulous attention to detail.
• Confident yet humble professional demeanor; demonstrates tact, diplomacy, and emotional intelligence.
• Has a strong desire to succeed in the face of adversity and demonstrates the willingness to push through challenges associated with changes and new business development.
• Strong analytical skills with the ability to assess processes and data to inform decision-making.
• Proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, and Teams).
• Strong digital organization and file management skills.
• Excellent written and verbal communication skills; ability to draft and proofread professional correspondence and reports.
• Strong interpersonal skills and the ability to lead through influence across all levels of the organization.
• Demonstrates initiative, independence, and resourcefulness in executing responsibilities.
• Adaptable to dynamic work environments and capable of working in office settings.
• Confidentiality and integrity focused

Nice To Haves

• Prior work in public sector, nonprofit, healthcare, or consortium settings is a plus (especially those that work with counties or state agencies) – preferred.
• Must be tech savvy -- experience supporting technology leadership or working within digital transformation initiatives, is preferred.
• Working knowledge of Asana, SharePoint, Zoom, Slack, Salesforce, and DocuSign.
• Advanced writing, editing, and presentation design skills with the ability to prepare professional, board-ready materials.

Responsibilities

• Serve as the primary administrative and strategic support to the Executive Director (ED), anticipating needs, managing competing priorities, and ensuring deadlines and commitments are met.
• Manage and prioritize the ED’s calendar in Outlook, coordinating complex scheduling, meetings, and travel logistics with discretion and efficiency. This task is not merely organizational but serves as a strategic function, safeguarding uninterrupted time for executive focus and strategic thinking to enhance leadership effectiveness.
• Manage the ED’s email inbox, triaging messages, prioritizing urgent items, and drafting or responding to correspondence on their behalf as appropriate.
• Ensure daily alignment with organizational priorities, utilize Asana, Outlook, and SharePoint to track the ED’s projects, goals, and deliverables.
• Provide coordination and project support to other members of the executive leadership team, including the Chief Digital Information Officer (CDIO), as directed by the ED.
• Develop and maintain project timelines, dashboards, and progress reports to keep the ED and leadership team informed of milestones and outcomes.
• Create, assign, and monitor tasks for ED and other C-level executives, based on the ED directives; follow up to confirm completion and communicate progress or delays.
• Act as the liaison between the ED and internal staff, Board members, vendors, and external partners -- filtering communications and ensuring that requests and issues are addressed promptly.
• Draft, edit, and proofread correspondence, memos, reports, and presentations for the ED, ensuring clarity, accuracy, and alignment with the organization's mission and tone.
• May be asked to represent the ED in internal or external meetings when delegated, maintaining professionalism and accurately communicating follow-up actions and decisions.
• Maintain the highest level of confidentiality and discretion in handling sensitive organizational and personnel information.
• Support the Chief Digital Information Officer (CDIO) & other C-level executives on cross-departmental high-priority initiatives requiring project coordination or executive tracking.
• Coordinate logistics for Board and committee meetings, including scheduling, technology setup (Zoom, Teams), and communication with members.
• Prepare and distribute Board of Directors meeting materials, including agendas, packets, presentations, and minutes, ensuring compliance with established procedures and bylaws.
• Attend Board meetings to record and prepare accurate, comprehensive minutes and track follow-up actions through completion.
• Track and manage action items from key meetings, ensuring timely completion and communication of outcomes.
• Maintain organized electronic files and records using SharePoint, ensuring version control, document accessibility, and proper archiving.
• Serve as the first point of contact for vendor communications and meeting coordination, gathering information and relaying updates to the ED.
• Schedule and attend vendor and partner meetings as requested, capturing notes and ensuring follow-through on deliverables.
• Coordinate the signing, routing, and storage of contracts and official documents through Salesforce, DocuSign, and SharePoint workflows.
• Troubleshoot basic technology or access issues for the ED and coordinate with IT for resolution as needed.
• Demonstrate the ability to lead with influence, balancing assertiveness with professionalism and humility; build strong relationships across departments to facilitate effective communication, foster accountability, and ensure efficient project management.
• Serve as a trusted advisor and right hand to the ED, consistently modeling integrity, follow-through, and organizational excellence.
• Perform other duties as assigned, demonstrating flexibility and commitment to organizational success.

Benefits

• 10% company-sponsored retirement account (401a) 100% vested – additional compensation/retirement.
• Medical, Dental, Vision, LTD, Life Insurance, Wellness Program, FSA
• Generous PTO plan

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 1-10 employees