Senior Operations Specialist, Executive Office

Position Purpose

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.

Location: Continental United States (100% Remote), must be located in the Eastern Standard Time Zone (EST)

FSLA Status: Full Time, Exempt

Travel: 15%

Essential Duties and Responsibilities:

Executive Office Project Management:

• 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.

Executive Project Management/Administration and Coordination

• 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.

BBBSA Board Partnership and Coordination:

• Provide support for board meeting planning as needed

Culture

• 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.

Education, Skills & Related Work Experience

Education Level: Associate’s degree or equivalent experience

Years and Scope of Related Work 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.

Skills and Knowledge: 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; Experience with document and file management tools preferred; Asana and Salesforce experience.

Remote Work Location Requirement: This position is approved for remote work within the Continental United States only. Any permanent change to the geographic location of an employee’s remote work arrangement from the region identified at the time of hire must be reviewed and approved in advance by both the employee’s direct manager and Human Resources.

Our Commitment

At Big Brothers Big Sisters of America, we recognize, affirm, and celebrate the backgrounds, lives, and experiences of all of our stakeholders, including youth, families, donors, volunteers, and staff. We ensure the opportunity for all voices and perspectives to be heard and honored. In the workplace, we foster an environment where all people can be their best selves. We affirm that every person has the opportunity to reach their full potential.

We strive to realize the full potential that is within all of us by ensuring that all voices and perspectives are heard and honored.

Equal Employment Opportunity

BBBSA provides equal employment opportunities to all qualified individuals without regard to race, creed, color, citizenship, religion, national origin, age, sex, familial or marital status, pregnancy, military or veteran status, sexual orientation, gender identity or expression, genetic information, disability, or any other legally-protected status in accordance with applicable local, state, and federal laws, regulations, and ordinances.

Americans with Disabilities Act

Employee must be able to perform all essential job functions, with or without reasonable accommodation.

Job Responsibilities

The above statements reflect the general duties, responsibilities and competencies considered necessary to perform the essential duties and responsibilities of the job and should not be considered as a detailed description of all the work requirements of the position. BBBSA may change the specific job duties with or without prior notice based on the needs of the organization.

Big Brothers Big Sisters of America is directly recruiting and hiring for this position. We are not engaging any staffing/recruitment firms or agencies for this position. If any candidate profile/resume/identifying information is sent to Big Brothers Big Sisters of America and/or Big Brothers Big Sisters agencies, we will not pay any referral or firm fees in relation to this information.