Operations Coordinator Jobs

About The Position

Requirements

• Bachelor’s degree, or relevant experience in lieu of a degree.
• Three to five years of administrative, project management, and/or event management experience, including support for executive leadership, governance, or compliance functions.
• Experience with systems administration, database management, or equivalent technical platforms.
• Excellent Microsoft Office skills.
• Attention to detail, strong organizational skills, and the ability to manage multiple priorities.
• Tact, discretion, and sound judgment when handling highly confidential information.
• Strong verbal and written communication skills, including exceptional proofreading abilities.
• Demonstrated commitment to Shedd’s vision, mission, and values.

Nice To Haves

• Board experience is preferred.
• Tessitura experience is preferred.

Responsibilities

• Plan and manage logistics and budgets for Board meetings, events, and retreats based on the vision provided by the VP, Office of the President & CEO.
• Support the Senior Executive Assistant in planning and executing non-Board events organized by the department.
• Represent the department on the cross-organizational Event Planners working group and help align departmental practices with organizational policies and procedures.
• Maintain the Board meeting and event calendar and related Outlook invitations.
• Optimize departmental use of Tessitura and coordinate with cross-departmental experts to align data, reporting, and best practices.
• Lead departmental Board-related data governance and maintain accurate Trustee contact information across internal platforms, including Tessitura, BoardEffect, the Board directory, website, and email groups.
• Track Trustee participation in Board and committee meetings, special input sessions, social events, retreats, and other engagement activities in Tessitura.
• Coordinate with the Senior Executive Assistant to keep Board contact information in the President & CEO’s Outlook address book up to date.
• Manage records of non-development-related Trustee stewardship with discretion, including recognition gifts, birthday cards, Must See Tours, and responses to requests for VIP tickets, complimentary parking, or other accommodations.
• Coordinate Trustee stewardship with the Development team to avoid overlap.
• Order and maintain Trustee name tags and badges and update Trustee recognition signage as needed.
• Support the Senior Executive Assistant with planning and executing other CEO stakeholder stewardship.
• Draft and manage execution of the annual Board communications plan and draft regular communications for the President & CEO or VP, Office of the President & CEO to send.
• Support development of Board and committee meeting and orientation materials and coordinate with other departments to ensure consistent, relevant messaging.
• Serve as Board Archivist and manage soft- and hard-copy archives of minutes, resolutions, and other relevant documents.
• Prepare annual Board demographics reports and conduct governance-related research and analysis as needed.
• Manage trustee elections, Annual Compliance Forms, Board evaluations, and new Trustee onboarding.
• Assist with bylaws reviews and annual reviews of committee charters, and ensure governance documents are current, including Articles of Incorporation, IRS Determination letters, and Tax-Exempt letters.
• Optimize departmental use of monday.com and coordinate the building, maintenance, and enhancement of the annual departmental workplan.
• Provide backup support to the Senior Executive Assistant when they are out of the office.
• Provide back-office support to the Administration Department, including serving as the department’s Purchasing and Contracts point of contact.
• Perform other duties as assigned.

Benefits

• Competitive compensation packages
• Opportunities for professional growth within the organization
• Medical insurance, including FSA and HSA plan options
• Vision insurance
• Dental insurance
• Accrued paid time off
• Up to 12 paid holidays
• Life insurance
• Parental leave
• Adoption assistance
• 401(k)
• Discounted parking and public transit subsidies
• Employee Assistance Program
• Employee wellness program, including Preventive Care Incentive
• Employee discounts
• Employee tickets