Position Title:  Director, Executive Operations

Salary:  $80,000 - $110,000

Classification:   Exempt                              

Location: Washington, DC

Schedule: In-Person

Reports To: President & CEO

Direct Reports: None

External Contracts: Coordinates with external advisors, consultants, and vendors. 

Position Status: Full Time

Travel Requirements:  Position may require occasional travel

Overall Description of the Position:

The ESOP Association (TEA) is the leading national trade and professional association representing employee-owned companies and the professionals who provide services to those companies (such as attorneys, accountants, financial advisors, trustees).  The ESOP Association is headquartered in Washington, DC.

The Director of Executive Operations will provide day-to-day support to the President & CEO of the ESOP Association and will play a key role in advancing the strategic mission of the association.  You will serve as a trusted partner, maximizing the CEO’s time and focus while coordinating internally with the senior leadership team and externally with volunteer leaders and other stakeholders. The Director of Executive Operations ensures that President & CEO’s  priorities are executed with excellence and efficiency while also representing the CEO’s standards and style.

The ideal candidate is energized by supporting visionary leadership and getting things done. They understand team dynamics and how to get projects over the finish line.  The Director is meticulously detail oriented and thorough in every task – no matter how large or small. This position requires the ability to handle confidential and time sensitive information with the highest level of professionalism and integrity.

The top candidate will be personable, exceedingly well-organized, and successful at building and maintaining trust with the President & CEO and COO, association members, and other members of the Senior Staff.  They will be instrumental in enhancing the C-Suite's productivity by managing administrative tasks, streamlining communication, and handling professional responsibilities. The ideal candidate will bring a high level of expertise, structure, and initiative to this role.

The Director of Executive Operations must be a person who acts consistent with the values of TEA as expressed through the Association’s vision, mission, and culture.  They are approachable with excellent communication skills, diligent and accurate with their work, can adhere to deadlines, and have strong project management skills.

Essential Duties & Responsibilities:

Executive Office Management

• Develops a deep understanding of the responsibilities and tendencies of the CEO so that needs are proactively met and schedules are maintained to maximize productivity and sufficient time is reserved for executive-led priorities, planning, and desk work.
• Makes travel arrangements and creates detailed itineraries with supporting information. This includes preparing information and correspondence with hosts prior to the trip, reviewing all travel details for accuracy, minimizing surprises by obtaining necessary information and details sufficient for CEO to perform to optimum capabilities, and submitting and tracking administrative records and reports post- travel.
• Proofreading emails and preparing or obtaining from the appropriate person the necessary briefing materials for upcoming events and meetings.
• Ensure all CEO correspondences are maintained –follow-up meetings are scheduled, call-lists updated, thank-you’s, welcomes, returned calls, etc.
• Coordinating logistics and preparing materials in coordination with the Communications team for the CEO with respect to speaking, representative engagements, and media interactions.
• Draft emails, memos, presentation decks, and reports for the CEO as needed.
• Reconciles monthly CEO credit card expenses.

Internal Team Coordination

• Flawlessly manages and prioritizes internal calendars, including scheduling meetings and resolving scheduling conflicts, while navigating shifting priorities and requests within the teams.
• Managing internal staff requests for documents and other content to edit/review, need signatures, or other action items.
• Identifying, reviewing and tracking key internal/external deadlines to facilitate a timely response for CEO and COO.
• This position reports directly to the CEO but will support and work closely with other senior leaders and all staff to manage demands placed upon available time resources.

Strategic Operations Support

• Manage and schedules complex, sensitive external meetings across multiple time zones and global locations.
• Gathers all required inputs for CEO priorities from other Senior leaders and ensures they are received on time and completely for necessary preparations/tasks.
• Creation and production of reports for regular status updates on events, registrations, membership renewals, etc.
• Communicate with donors, advisory committee members, Board members, senior leaders, and other stakeholders on behalf of the CEO, as requested.
• Document and organize institutional knowledge of the C-Suite and senior staff operations.
• Work on special projects and other duties as needed.

Education & Experience:

• 5+ years’ experience supporting one or more corporate or non-profit executives and/or board members.
• Prior experience managing schedules and booking travel for executives and senior leaders.
• Proficient with Microsoft Office (Word, Excel, PowerPoint, Teams), especially regarding PowerPoint presentations.
• Proficient in working in databases (experience with Salesforce/Fonteva a plus) and pulling reports and data for executive updates.
• Extremely comfortable setting up and utilizing video and conference call technology (Zoom, Teams, Vonage, etc.).
• Must embrace and have a good working knowledge of office technology including AV equipment, photocopiers, mail machines, etc. and be willing to proactively troubleshoot issues with independent research.

Attributes:

• Excellent organization and time management skills – experience working in fast-past environments with multiple executive a plus.
• Excellent written and verbal communication skills - you are optimistic, professional, eager to help, and reliable.
• Be collaborative, well-organized, detail-oriented, flexible, and a self-starter.
• Exhibit a high level of discretion, tact, and poise.
• Ability to exercise strong business judgment, meet deadlines, and balance multiple requests.
• Be able to anticipate needs and effectively plan work activities and manage tight deadlines.
• Appropriately represent the CEO and COO to volunteer leaders, members, and the public at large.

Work Environment/Conditions:

• Only local candidates who are comfortable commuting to our office will be considered. Our office is located in Washington, DC between Union Station and Chinatown metros.
• While standard office hours are the norm, the CEO travels often and makes frequent public appearances. Accordingly, while it will be the exception, you may be called upon to address developing or urgent matters as they form at times outside the typical work day.

We understand that a single candidate may not offer every single desired skill, experience, and characteristic, and encourage candidates from a wide range of backgrounds and experiences, preferably with trade association experience, who feel they offer a strong fit with the profile outlined to express interest.

Compensation:

The salary for this position is between $80,000-$110,000 and commensurate with experience, plus benefits.

TEA is an equal opportunity employer and value diversity. All employment is decided on the basis of qualifications, merit and business need.

Interested individuals should email a cover letter with desired salary, resume, and at least three professional references to job@esopassociation.org. Applications without cover letters or references will not be considered. Please have all attachments file names include your first and last name. The email subject line should be "First Name Last Name - Director, Executive Operation Application".

No phone calls please.