Job Title:                             Operations Manager & Executive Support

Division:                              Executive Operations

Reports to:                          Director of Executive Operations

Supervisory Duties:           None

FLSA Status:                      Full-time, Exempt

Revised Date:                     6-1-2023

The Operations Manager is an important player in the success of the office’s day-to-day operations and will work directly with the CEO and senior team, upon assignment, to facility their work priorities. This person will be a “go-to†for staff needs, meeting room inquiries, visitors and vendors. The Operations Manager is a member-facing and highly-visible, employee representing the Chamber’s mission daily. Technical and communication skills are essential and initiative and creativity are important for the success and growth of this team member. The Operations Manager is a trustworthy, reliable teammate who helps deliver and develop our building’s operations to our staff and members. This team member will have a Dailey opportunity to share a clam demeanor and high-level internal and external customer service skills.

Proactive problem solver

•       Addresses issues before they are a concern to the staff or a member

•       Approaches projects/tasks with full ownership, tenacity and creativity; can work with minimal supervision

•       Know when a situation requires urgency and when to adjust a priority; establishes realistic deadlines

Reliable & consistent communicator

•       Attentive, professional and responsive to staff and member needs

•       Excellent interpersonal skills, emotionally intelligent

•       Exhibit a solidly, calm demeanor under stressful situations; takes initiative to find solution

•       Collaborative and empathetic in communication approach

Comfortable and confident in a high visibility role

•       Maintains a positive attitude

•       Hospitality mindset – exceptional and authentic care

•       Ability to build and maintain confidentiality, trust, and discretion amongst staff and lead volunteers

•       Takes accountability for own actions, words and behavior

•       Stays organized and understands standards of building tidiness

•       Appreciates and honors that the Director of Executive Operations and President/CEO are principal team members and relies on them to address pressing challenges requiring discreate and time sensitive responses.

Technically Savvy Quickly adapts to new technology

•       Presentation technology (HDMI compatible devices, audio/visual connections)

•       Microsoft Office: Outlook Calendar/Mail, Excel, PowerPoint, Teams,

Demonstrates company culture and mission

•       Practices the Chamber’s  Values of building trust; mastering conflict; achieving commitment; embracing accountability and focusing on results.

•       Seek out opportunities to grow and improve

•       Mission-Oriented, with a personal drive to serve

Motivated, self-starter

•       Move from one duty or task to another, quickly and effectively

•       Ably charts out weekly/monthly responsibilities and uses technology-based tools required to track and execute on progress

•       Creative thinker who takes initiative with tasks

Bending, lifting, moving tables and chairs (required for room set ups)

•        Ability to maintain confidentiality and discretion

•       Reliable mode of transportation

LANGUAGE SKILLS

•       Ability to read, analyze, and interpret general business periodicals, professional journals, or budget reports.

•       Ability to effectively present information and timely respond to questions from senior leaders, managers, and employees using tact, courtesy and cooperativeness.

MATHEMATICAL SKILLS

•       Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio and percent.

•       Understanding of accounting principles and required financial reporting.

REASONING ABILITY

•       Ability to define problems, collect data, establish facts, and draw valid conclusions.

•       Ability to deal with a few abstract and concrete variables, exercising judgment, resourcefulness, ingenuity, and initiative.

•       Ability to exercise discretion while managing confidential information.

OTHER SKILLS AND ABILITIES

•       Ability to type 40 words per minute

Executive Responsibilities and Board Deliverables

•       Assist Director of Executive Operations with CEO scheduling and other assistant responsibilities

•       Coordinate Senior team meetings with members of the Chamber Senior Team

•       Collaborate with Director of Executive Operations in Board of Directors and Executive Committee meeting deliverables (materials collection, agenda distribution, communication to Directors, meeting recaps and follow up items, professional slide presentations, technology set up, meeting set up, meal coordination)

•       The Operations Manager will be expected to deliver Board and Executive Committee Meetings in October, November, December, January 2024 +

General Office Management & Staff Care

•       In the building, during business hours (M-F; 8:30am* – 5:00pm*) and/or when members are on site

•       Responsibilities of this position may fall outside of the standard business hours

•       Uphold appearance standards of meeting rooms, common areas and office spaces

•       Hosts and responds to visitors to direct, inform and/or welcome them

•       Assist in the safety of staff and visitors

•       Assist with planning, setting up and executing staff events (happy hours, baby showers, holiday party)

•       Provide support to staff lead for in-house programming and events when able

•       Assist with coordination of new hires and interview processes

Meeting Rooms & Member Care

•       Coordinate all member room reservations, including Catalyst Center & Home Telecom Boardroom

•       Manage and troubleshoot potential internal meeting conflicts and find solutions

•       Establish room usage guidelines for both members and staff

Aside from the above listed duties, the Operations Manager will be responsible for any additional duties/projects as requested by the Director of Executive Operations

1.    Possess at least an Associate’s degree in business, management, operations, facility management, and/or has significant experience with business operations/facilities.

2.    Project management & coordination

3.    Presents themselves professionally and positively with members, vendors and staff

4.    Deep understanding of modern technology and quickly adapts to new technology

5.    Excellent written and verbal communications skills