Executive Operations Manager, Council & Governance

Apply at: https://secure2.entertimeonline.com/ta/8368.careers?CareersSearch&lang=en-US

Position Summary

The Executive Operations Manager is responsible for providing support to all Governance Initiatives for the Girl Scouts of the Northwestern Great Lakes. She/he is responsible for providing administrative support to the Board of Directors and is involved as a member of the senior leadership team. The Executive Operations Manager coordinates all arrangements and materials for council-wide meetings, delegate meetings, committee and task group meetings, and staff meetings. She/he works closely in partnership with other operational and organizational functions to support organizational mission, goals and strategic priorities. The Executive Operations Manager will report to the Chief Executive Officer.

Key Responsibilities

• Conduct a variety of administrative tasks to support the CEO.
• Coordinates and supports Governance functions by preparing timely and accurate notifications, mailings and other board related materials. Make arrangements for meetings and overseeing applicable RSVPs.
• Coordinate the assembly of materials and plan travel for meetings, appointments, trainings and conferences. Make arrangements for meetings as needed.
• Attends Board and Committee meetings, taking minutes, monitoring attendance.
• Provides orientation to incoming board members.
• Manages the board email box
• Archives emails, files, folders and documents as needed
• Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
• Support the council recordkeeping process, insurance policy functions and monthly/annual reporting processes.
• Provide support to special projects as assigned.
• Coordinate and support administrative projects for departments.
• Provide coordination support for the annual meeting including registration links, calendar invites, candidate profiles and meeting content planning as needed.
• Acts as the liaison for the National Council Session (triennium) – attends GSUSA liaison virtual meetings, coordinates travel, agendas and communication for the national delegates. Attends NCS.
• Coordinate surveys, polls and other data collection processes as needed.
• Answers incoming calls/requests; engages in problem-solving and provides solutions; and responds appropriately to all inquiries including but not limited to email, phone and video calls walk-in customers.
• Identifies opportunities to create positive customer experiences.
• Responds to all inquiries in a high quality, customer friendly and efficient manner that will yield overall customer satisfaction and ensure a professional image of the organization.
• Ensures Girl Scouting is open to all girls and adults by delivering the Girl Scouts message of pluralism and diversity to members of the council.
• Point person for ordering flowers/remembrance/recognition for staff, membership, board.
• Coordinate and manage the ContractSafe software database – add new contracts, track renewals, notify contract owners
• Other duties as assigned.

Competencies and Areas of Expertise

• Interpersonal Relations - establishes rapport with others at all organizational levels; respects others; considers and responds to the needs, feelings, and capabilities of others; establishes and maintains an open dialogue with others; has demonstrated ability to market the Girl Scout value proposition through a variety of communication venues including in person, phone, and online.
• Self-management and self-assurance - assesses own skills and abilities and identifies areas for improvement; willingly accepts constructive feedback; a self-starter who seeks developmental opportunities; sets and achieves goals; works independently. Has confidence to prepare for conversations and visits with potential members/customers by gathering key information and setting strong objectives to achieve successful outcomes.
• Customer Responsiveness - seeks and acknowledges the views and ideas from customers (for example, internal and external); identifies, prioritizes, and balances customer issues; takes time to answer questions and explain decisions; follows through on commitments to customers in a timely manner; maintains a commitment to continuous improvement. Demonstrates comfort in presenting the value behind solutions in a way that resonates with what is most important to the members/customers of the organization.
• Active Listening - ability to skillfully use a variety of questions and other active listening techniques to promote a robust discussion with members/customers and identify needs.
• Conflict Management – ability to anticipate, prevent, and resolve conflicts while maintaining productive working relationships (for example, with customers, vendors, or coworkers); distinguishes between disruptive conflict and constructive differences; identifies common interests to resolve differences
• Oral and Written Communication abilities (i.e. In person, verbal, written, and/or phone); expresses ideas and facts in a clear and understandable manner appropriate for the individual or group; listens to and comprehends what others are saying; prepares organized and structured presentations; has demonstrated ability to work with a wide range of sensitive and confidential issues and communicate effectively with a diverse group of girls, volunteers, and staff.
• Project Management - formulates short- and long-term project goals, objectives, schedules, and priorities in line with council goals; anticipates issues, obstacles, or opportunities that may impact plans or actions; establishes courses of action for accomplishing goals while attending to and incorporating information obtained during day-to-day administrative tasks; identifies outcome measures at beginning of project
• Technical computer skills in Microsoft Office including Word, Excel, and Outlook, customer relationship management systems, and social networking.
• Volunteer Relations - understands the functions of volunteers; demonstrates flexibility to meet with volunteers; effectively delegates responsibility; monitors use of volunteers within existing constraints and guidelines; recognizes volunteer accomplishments; works effectively with volunteers.
• Judgment and Decision-Making - recognizes when immediate action is required and when sufficient information has been obtained to make a decision; supports decisions or recommendations with data and/or reasoning; defines and implements solutions to problems.

Qualifications

• At least two years of experience in support roles (preferred experience in non-profit), independent support position required
• Proficient in word processing, spreadsheets, Microsoft Outlook. Experience with database programs preferred.
• Valid driver’s license, good driving record and reliable transportation. Some travel is required.
• Must be able to work a flexible schedule, including evenings and weekends.
• Demonstrated ability to work as part of a team, multi-task, meet deadlines, take initiative and maintain confidentiality.
• Experience in project management and strong critical thinking skills helpful.
• Strong writing skills including the ability to develop copy for letters, reports, proposals from draft copy or direction.
• Excellent communications skills and comfort in making calls, scheduling appointments, and handling inquiries and complaints.
• Ability to handle confidential and/or sensitive information with good judgment and complete discretion.
• The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this position, the employee is occasionally required to sit and/or stand for prolonged periods of time. The employee is occasionally required to walk, and to frequently operate office equipment manually. The employee must occasionally lift and/or move up to 25 pounds.
• This position will have access to proprietary company data, contracts, Human Resources and financial information. Disclosure of confidential data to unauthorized individuals, inside or outside the council, is prohibited and may lead to disciplinary action up to termination.

Benefits

GSNWGL’s basic benefits for full-time staff include:

· Medical, dental, and vision plans

· Life insurance

· Employee assistance program

· 403(b) plan

Paid time off is available for all GSNWGL staff working more than 20 hours per week, and our offices are closed on major holidays and between Christmas Eve and New Year’s Day.

Our Culture

Our employees and members make up the heart and soul of GSNWGL. We are intentional about who we hire. As a small non-profit, we value innovation and depend on the collaboration of our council. There are numerous ways for one to grow personally and professionally within Girl Scouting.

• Girl Scouts of the Northwestern Great Lakes, Inc. employment requires membership in the Girl Scout movement.

Apply at: https://secure2.entertimeonline.com/ta/8368.careers?CareersSearch&lang=en-US

Pay: From $45,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Work Location: Hybrid remote in Wausau, WI 54403