Senior Operations Specialist, Executive Office

Big Brothers Big Sisters of America

5d•Remote

About The Position

The Senior Operations Specialist, Executive Office will be a direct report to the Sr. Manager, Executive Office, and will work collaboratively with the Chief of Staff to support the President and CEO, and the mission and vision of Big Brothers Big Sisters of America (BBBSA). The Senior Operations Specialist will perform a diverse set of responsibilities that include but are not limited to executive and national office administration, key partner relationship management, travel for the CEO and other identified individuals, and additional tasks that support efficiency and ease in the CEO’s leadership of national priorities. The Executive Office Specialist may also be called upon to provide administrative support to the BBBSA Senior Leadership Team and National Board of Directors. The ideal candidate will bring proven expertise in operating within a fast-paced, dynamic environment of varied hours, tight deadlines and competing requirements to manage executive office duties. Understanding the requirements of adaptability, accessibility, and timely responsiveness to requests outside of normal business hours, as needed, will be critical for CEO support. The Senior Operations Specialist will also work in collaboration with administrative staff to support in the alignment and management of the CEO’s travel schedule, meetings, and engagements. The ideal candidate will have advanced organizational, planning, and time management skills.

Requirements

Associate’s degree or equivalent experience
5-7 years progressive experience in executive-level operations, administrative support, or project coordination, preferably, but not required, in a nonprofit, foundation, government, or mission-driven organization.
Experience working directly with or supporting executives and/or board of directors required.
Advanced proficiency in Office Suite, Adobe and Zoom
Demonstrated ability to manage complex executive schedules with high attention to detail
Highly organized in approach, with ability to set and manage priorities
Proven adaptability, ability to handle multiple projects and timelines; and within a fast-paced environment while maintaining a commitment to discretion, timeliness and high quality, detail-oriented work
Demonstrates initiative, creativity and innovation
Exceptional attention to detail and organization.
interpersonal skills
Effective interpersonal and communication skills with the ability to build rapport across a variety of internal and external stakeholders
Sound judgment, discretion, and ability to handle sensitive information
Must be located in the Eastern Standard Time Zone (EST)
Employee must be able to perform all essential job functions, with or without reasonable accommodation.

Nice To Haves

Experience with document and file management tools preferred
Asana and Salesforce experience

Responsibilities

Manage BBBSA Atlanta office operations, including coordination among team members, office supplies, and other office needs
Manage orders for the CEO and Executive Office related to special recognition, board member onboarding, attire, and other misc. requests
Accountable for clear, effective correspondence, mailing, printing, and copying on behalf of the CEO.
As applicable, maintain Executive Office vendor and consultant relationships; track progress against timeline/deliverable schedule and ensure proper and timely payment.
Ensure proper documentation and maintenance of electronic and/or physical Executive Office files.
Facilitate presentation and materials management for CEO-led meetings and communications including but not limited to, presentation slide revisions, email communications, etc.
Operationalize process, management, and data entry of CEO connects and prospects into a comprehensive CRM database (Salesforce) and serve as the lead on reports and briefings for the CEO
Work in close coordination with the executive office team on briefing and preparation regarding CEO executive visibility communications and engagements
Support the CEO in task management to execute priorities, working on and at times leading strategic and priority projects along with engaging with outside funders, partners, advisors, and stakeholders.
Work directly with the events or executive office team on behalf of the CEO to ensure meeting rooms are properly set up for A/V, Food & Beverage, materials and related needs for retreats, planning meetings, and meetings with internal and/or external partners.
Track, prepare, reconcile, and submit credit card reconciliation and personal reimbursement reports for the Executive Office
Provide administration support as needed to the CEO and Chief of Staff
Represent the executive office to ensure staff, Board members, partners and visitors are received warmly on behalf of the CEO, virtually and in person, and that all requests/messages to or from the CEO are rapidly addressed.
Provide support for board meeting planning as needed
Demonstrate commitment to BBBSA’s shared leadership competencies and organizational values.
Provide consistent follow-up regarding assigned projects and after meetings.
Cultivate an environment where all team members feel valued, included, and empowered to achieve their potential.
Manage related and other duties as assigned in support of department and business needs.