Operations Director

1 month ago

Charlotte, United States North Carolina Humanities Full time
Job DescriptionJob DescriptionOperations Director

Location: Charlotte, NC/Hybrid

Job Classification: Regular Full-Time

Job Summary

North Carolina Humanities is growing and adding new positions We are seeking an Operations Director who will report directly to the Executive Director. The Operations Director’s main function is to provide executive support and serves as the primary point of contact for internal and external constituents on all matters pertaining to the Executive Director. The Operations Director also serves as a liaison to the board of trustees and staff, organizes external executive outreach efforts, and oversees special projects. The Operations Director must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a balance with competing priorities. The Operations Director will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

ResponsibilitiesExecutive Support
  • Completes a broad variety of administrative tasks for the Executive Director including: managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Creates and compiles the NEH site assessment for the Executive Director coordination of all aspects of the necessary process and documents.
  • Maintains, develops organizational policies, procedures, protocols.
  • Manages relationships with vendors that the organization has partnered with.
  • Manages office building relationship with UNC and ensures maintenance, repairs, and overall work equipment meets expectations. This includes managing lease agreements and the relationship with building management.
  • Maintains relationship with the organization’s internal technology partner and ensures staff have the equipment they need to perform their job functions.
  • Oversees day-to-day operations for organization.
  • Maintain NCH events calendar events for Executive Director and organization participation in outside and internally funded events.
  • Complete critical aspects of deliverables with a hands-on approach, including drafting personal correspondence, and other tasks that facilitate the Executive Director’s ability to effectively lead NCH.
  • Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressure.
  • Maintains an active to-do list for Executive Director including short and long-term items (with information regarding due date, personnel, materials, item details, etc.), resources, emails, and pending items.
  • Oversee and manage direct reports.
Board Support and Liaison
  • Serves as the Executive Director's administrative liaison to NCH’s Board of Trustees.
  • Assists board trustees with travel arrangements, lodging, and meal planning as needed.
  • Maintains, develops, updates Board of Trustees Manual containing policies, forms, and agreements.
  • Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advanced distribution of materials before meetings in electronic/paper format.
  • Assist in planning NCH events including Board of Trustees Meetings and implement and plan other NCH-hosted events.
  • Maintains Board minutes, schedule, and communications.
  • Maintains Board of Trustees records, Board alumni records, including correspondence.
Required Education and Experience
  • Bachelor's degree required; business concentration is preferred.
  • Strong work tenure: 5-8 years of experience supporting Executives, preferably in a non-profit organization.
  • Experience working in a federally funded organization environment.
  • Experience and interest in internal and external communications, partnership development, and fundraising.
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, Social Media web platforms, Bloomerang and WordPress systems.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
  • Ability to design and deliver presentations.
  • Strong technical writing and communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
  • Forward looking thinker, who actively seeks opportunities and proposes solutions.
  • Experience working in the U.S. Federal government or in organizations that contract with or receive substantial Federal funding is a strong plus.
Required Skills
  • Strong relationship building skills and ability to maintain long standing professional and vendor relationships.
  • Strong critical thinking skills.
  • High level of comfort interfacing with stakeholders of all levels.
  • Proven track record and experience managing people and having direct reports.
  • Comfortable interviewing grantees and applicants.
  • Ability to work well under strict grant rules and guidelines.
Working Conditions:
  • Ability and willingness to travel extensively and work nights and weekends as required.
  • Ability to work in an office environment.
  • Occasional lifting of up to 25 lbs.
  • Sitting for extended periods of time.
  • Occasional standing for extended periods of time.
NCH Benefits
  • 100% employer-paid medical benefits.
  • Retirement savings plan – 10% employer contribution.
  • Professional development reimbursement.

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