Business Operations Manager for Senior Executive Support

4 days ago

Fayetteville, Arkansas, United States Vision Government Solutions Inc Full time

Job Overview

The role of Business Operations Manager for Senior Executive Support is a dynamic position that requires exceptional organizational skills, attention to detail, and the ability to multitask effectively. The successful candidate will be responsible for managing schedules, coordinating meetings, handling correspondence, and facilitating smooth communication between senior executives and various internal and external stakeholders.

Key Responsibilities:

  • Schedule Management: Coordinate and manage executive calendars, including scheduling meetings, appointments, and travel arrangements, while ensuring optimal use of time and resources. Meet daily to review calendars, address conflicts, make judgements and recommendations to ensure smooth day-to-day engagements, and provide information needed for upcoming meetings.
  • Meeting Coordination: Arrange and coordinate meetings, conferences, and events, both internally and externally. Anticipate information and materials needed prior to meetings and prep senior executives as needed. Prepare and distribute meeting invitations, agendas, take minutes, and follow up on action items as necessary. Ensure meeting rooms are set up and equipped with necessary materials and technology. Follow-up with meeting attendees on meeting prep and post-meeting action items to ensure completion in preparation and follow-up to meetings.
  • Travel Arrangements: Coordinate complex travel itineraries, including flights, accommodation, transportation, visa arrangements (if needed), meal reservations, event registrations, stakeholder meetings. Completing travel reports. Anticipate and proactively address any travel-related issues or changes to plans.
  • Communication Liaison: Serve as the primary point of contact for senior executives, Act as a gatekeeper, screening and prioritizing incoming calls, emails, and correspondence with external customers, suppliers, community leaders, and others as needed; draft and compose emails, letters, reports, and other documents on behalf of senior executives, maintaining professionalism and confidentiality. Manage appropriate internal communication of key events and occurrences, birthdays, work anniversaries, family deaths, births, etc.; and arrange and execute relevant follow-up as needed.
  • Information Management: Organize and maintain physical and electronic files, documents, and records, ensuring easy access and retrieval when needed. Manage confidential and time-sensitive information with urgency, discretion, and integrity. Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
  • Relationship Management: Cultivate and maintain positive relationships with internal and external stakeholders, including executives, colleagues, clients, vendors, industry partners, and community members. Serve as a representative of senior executives, demonstrating professionalism and diplomacy in all interactions. Keep pulse on important company happenings and apprise senior executives and President of potential problems; recommend and implement solutions as appropriate. Manage community engagement and respond to all requests for involvement and support.
  • Event Coordination: Plan and manage annual events (holiday party, company retreat, etc.), customer engagement events, and catering for customer meetings. Create opportunities for informal get-togethers to create camaraderie and unity among the senior team.

Requirements/Qualifications:

  • Bachelor's degree preferred, or equivalent combination of education and experience.
  • Proven experience as an executive assistant or similar role, preferably supporting senior executives or C-suite professionals.
  • Open-minded, creative individual with a high level of energy and enthusiasm.
  • Self-starter with the ability to work under minimal guidance and direction.
  • Ability to think outside the box and be a problem-solver.
  • Excellent communication skills, both verbal and written, with a keen eye for detail and accuracy.
  • Strong organizational and time management abilities, with the capacity to prioritize tasks and manage competing demands effectively, the ability to multi-task.
  • Discretion and confidentiality in handling sensitive information and dealing with confidential matters.
  • Adaptability, patience, situational awareness, and flexibility to respond to changing priorities and work well under pressure.
  • Strong problem-solving skills, resourcefulness, creativity, and can-do attitude.
  • Proven ability to manage conflicting priorities in a fast-paced environment.
  • Excellent interpersonal skills with high energy, positivity, and professionalism.
  • A willingness to work outside regular business hours as needed.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, SharePoint) and other relevant software applications, with the ability to quickly adapt to new technologies.

Salary Range: $70,000 - $90,000 per annum, depending on qualifications and experience

About Vision Government Solutions Inc.

Vision Government Solutions Inc. is committed to creating a diverse and inclusive workplace where everyone feels valued and respected. We are proud to be an equal opportunity employer and celebrate our employees' differences, including race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, and Veteran status.

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