Director of Operations

The Director of Operations supports the executive director (ED) by managing day-to-day operations, ensuring organizational effectiveness, and assisting with actions that contribute to the overall strategic plan of the association.This role involves close collaboration with board members, volunteers, and cross-functional teams to achieve association goals. The incumbent has direct reports, including any / all administrators contributing to the association’s work.Position ResponsibilitiesSupervisory Responsibility:Align and manage a high-performing client services team and vendors to ensure staff resources and deliverables are focused on the association’s objectives.In coordination with the executive director, provide big-picture direction, disseminate board decisions, communicate meeting/operational calendar details, delegate specific deliverables, identify workflow issues, and gather feedback for continuous improvement via regular team and individual meetings.Direct and support staff development of and training in new skills and competencies.In coordination with the executive director, manage performance by setting clear expectations and career development plans, holding employees and vendors accountable for job responsibilities and goals, rewarding employees for doing well, and addressing underperformance when necessary.Ensure compliance with association policies and legal requirements related to time keeping, wage and hour laws, and harassment prevention and reporting.Governance and Board Support:Attend and actively participate in all board meetings.Provide board support by drafting agendas in coordination with the executive director, updating Ninety.io tools appropriately, taking minutes, and distributing materials in a timely manner after review by the executive director.Lead the effort to confirm operational calendar details for all board, executive committee, committee and working group functions.Design and facilitate board and volunteer orientation sessions to ensure leaders have the tools and resources to succeed.Serve as a liaison to specific committees as requested, ensuring that agendas are prepared, roles are clear, plans for meetings are shared with stakeholders in a timely manner, and expected outcomes are aligned with strategic goals.Strategic Planning and Implementation:Assist with the development and execution of action plans tied to strategic goals.Actively participate in strategic planning meetings, providing a useful non-profit management perspective as well as feedback from member interactions.Monitor progress, coordinate with committees, and report challenges or successes to the executive director.Financial Oversight:Monitor staff time in coordination with the executive director.Assist in the drafting of the annual budget.In coordination with outside accounting services, review monthly financial statements with the executive director.Approve invoices, ensure alignment with budgets, and alert the executive director about budget variances, non-budgeted or high-ticket expenses.Coordinate audits and support tax filings as needed.Develop and update financial policies in consultation with the executive director.Serve as liaison to the treasurer and outside accounting services provider where requested.Staff Leadership and Development:Manage, coach, and develop team members, fostering a collaborative and high-performance culture.Troubleshoot issues, oversee staff workflows, and ensure operational efficiency.Program and Event Oversight:Provide day-to-day oversight for programs such as conferences, webinars, special interest group events, exhibit engagements, and other member-driven activities.Establish timelines and collaborate with stakeholders to meet key milestones. Ensure that event related projects adhere to published schedules.Ensure that marketing, content, and execution align with organizational goals.Serve as the day-to-day liaison with vendors and partners.Represent the association at industry meetings and events as needed.Membership and Sponsorship Management:Lead membership recruitment and retention efforts, developing strategies, drafting communications, and analyzing data.Oversee sponsorship initiatives, including campaign creation, outreach, sales, and agreement execution.Serve as the day-to-day liaison with vendors and partners.Marketing and Communications:Review, proof, and approve all marketing campaigns and communications for association programs, events, and newsletters.Collaborate with the executive director and marketing team to source content and develop and execute strategies.Serve as the day-to-day liaison with vendors and partners.Technology and Special Projects:Maintain an inventory of technologies used and address technical issues in collaboration with vendors.Source quotes related to continuing / new services as needed.Lead special projects such as website builds or implementing new learning management systems (LMS).Process and Procedure Development:Document processes and procedures, creating operational guidelines and ensuring consistency across projects and programs.Support Role:Work closely with the executive director on ongoing operational development, board governance, financial oversight, and strategic planning.Prepare reports, review financials, and participate in meetings with the treasurer, president, and other leadership.Other duties may be assigned that are required for this position.Qualifications:Bachelor’s degree in business administration, management, communications, or equivalent experience required.5+ years of experience in association management, nonprofit leadership, or a similar role.Proven ability to manage multiple programs, budgets, and teams.Experience working with boards, committees, and volunteer leaders.Strong strategic thinking, project management, and organizational skills.Exceptional communication and interpersonal abilities.Proficiency in financial management, including budget oversight and reporting.Familiarity with association technologies, marketing platforms, and event management tools.Knowledge of Microsoft office products and experience with program management systems.Maintain a professional demeanor with strong skills in customer service, organization, attention to detail, and data entry.Demonstrate personal integrity in all interactions and communications.Perform effectively under pressure, managing multiple projects and tasks simultaneously while maintaining composure in challenging situations.Collaborate efficiently across departments and with clients, offering assistance and sharing information as needed.Communicate clearly and effectively, both verbally and in writing, ensuring successful interactions with others.Ability to travel, 15-20 days per year. #J-18808-Ljbffr