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Executive Director of Operations and Administration

2 months ago

Cleveland, Ohio, United States Career Group Full time
About the Role

Career Group is seeking an exceptional Executive Director of Operations and Administration to join our team. As a key member of our organization, you will be responsible for overseeing the day-to-day operations of our family office, ensuring seamless execution of administrative tasks, and providing strategic support to our Principals.

Key Responsibilities
  • Recruitment and HR Administration
    • Lead the firm's recruitment efforts for private estate staff and family office personnel.
    • Grow and cultivate relationships with recruiting firms.
    • Head up the firm's HR administration, and coordinate on-boarding and off-boarding with staff attorneys, payroll group, and IT.
  • Team Leadership and Management
    • Lead and manage a team of administrative professionals, providing guidance, support, and direction.
    • Assign responsibilities, set performance objectives, and conduct regular performance evaluations.
  • Strategic Planning
    • Develop and implement administrative strategies that align with the organization's overall goals.
    • Identify areas for improvement, streamline processes, and enhance efficiency.
  • Policy Development and Implementation
    • Establish and update administrative policies and procedures to ensure compliance with industry standards and legal requirements.
    • Train and educate staff on policy changes and monitor adherence.
  • Office Management
    • Oversee the maintenance of an organized and efficient office environment, including supplies, equipment, and facilities.
    • Manage office-related projects and improvements.
  • Document and Data Management
    • Manage document control, ensuring records are categorized, stored, and accessible.
    • Enforce document version control and access permissions.
    • Oversee data management, data entry, and reporting activities.
  • Communication Coordination
    • Serve as a central point of contact for internal and external communications, managing phone calls, emails, and inquiries.
    • Ensure communication protocols are efficient and aligned with the organization's objectives.
    • Regularly work with information that is highly confidential, strategic, and critical.
  • Meeting, Travel, and Calendar Management
    • Oversee a team of executive assistants engaged in calendar management and scheduling.
    • Oversee EA team as they engage in complex domestic and international travel arrangements.
  • Project Management
    • Manage a multitude of special projects with assistance of EA team (including those pertaining to real estate, furniture installations, asset preservation and protection, and recruiting).
    • Manage project communications and reporting to align with project schedule and with key stakeholder expectations.
    • Manage punch list process.
    • Budget tracking and finance coordination.
    • Track action items with emphasis on prioritization of critical issues that require immediate attention.
    • Research and information gathering.
  • Principal, Family, and Stakeholder Interaction
    • Interact with Principals, stakeholders, family members, business associates, and vendors on behalf of the organization.
    • Manage relationships, coordinate meetings, and address inquiries.
  • Gifting Program Management
    • Manage the Principals' Gifting Programs and will liaise with the Principals' close-in network of friends, family, and business associates, serving as the primary point-of-contact for all gifting and special occasion needs and logistics.
    • Detailed tracking and complete understanding of decisions, preferences, and SOPs are mission-critical responsibilities of this position.
    • Additionally, lead all special occasion gifts recommendations, sourcing, purchasing, curated gift presentations, wrapping, delivery, and gift certificate redemption with assistance from the EA team.
    • Ability to take initiative and drive to consistently high outcomes along with strong organizational skills, attention to the smallest of details, and adherence to evolving Principal and recipient preferences are critical success indicators for this role.

What We Offer

Career Group offers a competitive salary range of $200k-250k plus a generous package.