Operations Administrator, Executive Department

International Foundation of Employee Benefit Plans • Brookfield, WI

9d • Hybrid

About The Position

Conduct and execute administrative, operational and communications functions to support the Executive Department both collaboratively and independently. A strong emphasis is placed on drafting and coordinating communications for current, future and past board and committee members and committee staff advisors, including, but not limited to: coordinating meeting communications and materials used in engaging, training and onboarding new volunteers and committee members. The incumbent may also be assigned to revise and update policies, and/or draft policy change communications to membership.
In this role, approximately 50-75% of the time (on average) will be spent directly assisting the Director of Governance/Executive Operations with coordination and preparation of meeting materials including posting/linking meeting minutes, agendas, attendance rosters, supporting documents, pre-meeting PDF packages, and other materials needed for successful, regularly scheduled board and committee meetings. Will need to understand and be able to effectively explain the governance and volunteer expense reimbursement policies and processes, on an as needed basis.
Additionally, the incumbent will cross-train within the department to provide backup and direct support for each team member, and to provide support for the CEO on an as-needed basis. Opportunities may also arise to support the meeting/event planning function of this team.

Requirements

• A bachelor’s degree in communications, marketing, business administration (or similar field) is required.
• A minimum of four (4) years’ experience performing administrative and operational support tasks.
• At least 2 years’ experience designing and drafting communications and collateral for internal or external “customer” audiences is preferred.
• Prior experience traveling for work is strongly preferred.
• Experience working with board / governance / committee members is strongly preferred.
• Excellent Microsoft Office proficiency, including Outlook, Word, PowerPoint and Excel; working proficiency using Adobe Acrobat/ProX and SmartSheet (or similar program); and relevant experience using a design program such as Canva, InDesign, or similar.
• Accurate typing speed of at least 70wpm is desired.
• Excellent command of the English language, with exceptional written and verbal communication skills.
• Demonstrated ability to draft clear, effective communications, proofread accurately, and design appealing communications collateral is required.
• Ability to manage projects independently or with minimal supervision, using sound judgment and strong time management and prioritization skills.
• Given the highly independent nature of the tasks, and the fast-paced environment in which it operates, this role requires a self-motivated, driven individual who is highly organized, pays meticulous attention to detail, and is able to meet deadlines in an environment where deadlines and priorities frequently and rapidly evolve.
• This position is part of an existing team where regular collaboration, cross-training and teamwork is required. The ideal candidate is patient, dependable, adaptable and trustworthy.
• While we require the adherence to standard operating procedures, we also value analytical thinking, continuous improvement and innovation.
• Must be able to provide concierge-level customer service when interacting with Board/Committee members in-person and remotely via videoconference, telephone and/or email.
• Must be able to maintain confidentiality and demonstrate tact, diplomacy, good judgment, and a positive, patient attitude while interacting with Board/Committee members and staff.
• The individual will be required to travel both domestically and internationally 15-25% of the time based on annual calendars. Generally, this will be 3-6 trips per year, each lasting approximately 7-12 consecutive days. For longer trips, the incumbent regularly works on each of the consecutive days, including during nights and weekends. Up to fifteen (15) additional paid days off work are offered per year for travel-related work conducted on weekend days.

Responsibilities

• Provides an exceptional level of responsive service to the Executive Committee, Governance, Committee Chairs, Committee Members, and Volunteers.
• Applies sound and independent judgment and professional discretion to provide confidential administrative, communications and operational support for the Governance & Executive Operations Department.
• Accurately prepares and follows-through on all required and assigned tasks in a timely manner to ensure successful Board/Committee meetings. This includes duties such as: designing/drafting communications, managing calendars, typing/reviewing agendas, typing/updating minutes, creating supporting collateral such as summary sheets, name tents, name badges, etc.
• Work collaboratively with staff advisors for assigned Foundation committees to prepare, update, assemble and distribute electronic and/or hard-copy portfolios/binders of meeting materials prior to the meeting and prepare, update and distribute minutes after the meeting.
• Work with the department Director and Meeting Manager assigned to plan all meeting events to design, develop and draft the content and collateral for various means of communications used to share details regarding each Board/Committee meeting with the attendees.
• Work with others, as assigned, to create well-written and appealing collateral used for attracting, recruiting, or onboarding new volunteers to the International Foundation.
• Responsible for the proper finalizing, storage/filing and retention of assigned meeting documentation, including minutes, agendas, etc.
• Assist in all ancillary administrative and operational functions to ensure that the high standards of service for Board/Committees are maintained.
• Physically assist all Executive Operations department team members in packing and setting up for all assigned meetings. See physical requirements, below. Acts as a supportive teammate with a can-do, will-do attitude.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 51-100 employees