Executive Team Operations Manager at Real HR Hero - Thompson HR Consulting

Sacramento, California, United States -

Full Time

Start Date

Immediate

Expiry Date

10 Feb, 26

Salary

125000.0

Posted On

12 Nov, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Project Management, Organizational Support, Calendar Management, Email Management, Communication, Confidentiality, Board Support, Technology Coordination, Task Monitoring, Problem Solving, Attention to Detail, Interpersonal Skills, Digital Organization, Time Management, Analytical Skills, Adaptability

Industry

Human Resources Services

Description

Fair Chance Act, Fair Chance Ordinance, Fair Chance Initiative for Hiring Ordinance -- As required by law, all qualified candidates will be considered, whether they have arrest or criminal conviction records. A criminal background check may be required for this job, and if the background check is required, you will likely be advised as to why it is required for the job you are seeking as part of the offer process. When required by law, an individual assessment of criminal records will be done to ensure a fair chance for all. This assessment will include but is not limited to reviewing the severity/relationship between the crime and the job, the time that has passed since the offense or conduct and/or completion of the sentence, and whether there is evidence of rehabilitation. As an outsourced recruiting firm, we are not responsible or liable for the background check process or the response or actions of our clients related to background checks. Please seek guidance from the hiring company. Come work for a company that makes a difference within the communities of the State of California. This company works on cutting-edge prevention programming, providing counties with an independent administrative and fiscal intergovernmental structure. Our client helps fund, develop, and implement California's mental health services and educational programs. As a mental health organization, this company actively seeks to support qualified disabled candidates in obtaining employment with their company and is an Equal Opportunity Employer. Please complete the self-identification section of the application. This company offers a VERY Generous Benefits Package, including: 10% company-sponsored retirement account (401a) 100% vested – additional compensation/retirement. Medical, Dental, Vision, LTD, Life Insurance, Wellness Program, FSA Generous PTO plan Job Title: Executive Team Operations Manager Salary: $95,000 - $125,000 Department: Administration Reports To: Executive Director FLSA Status: Non-Exempt Location: Sacramento Work Model: Work from home – in California Schedule: Monday-Friday, 8am-5pm (Could vary depending on business needs) JOB SUMMARY: The Executive Team Operations Manager (ETOM) primarily serves as the ED’s right hand and trusted partner, providing high-level administrative, project management, and organizational support to ensure the ED remains focused, informed, and effective in leading the organization's mission. This role goes beyond traditional executive support, acting as a strategic organizer, communicator, and project manager. The ETOM role ensures operational alignment, functioning as a central hub that keep the executive team organized, informed, and accountable, using tools such as Asana, Outlook, Salesforce, and SharePoint to track priorities, follow up on deliverables, and help drive the completion executive duties. The ETOM manages the ED’s calendar and communications with precision, prepares and tracks meeting materials, and coordinates with staff, vendors, and external partners on the ED’s behalf. This position will also provide occasional support to the Chief Digital Information Officer (CDIO) and other c-level executive on high-priority projects and initiatives. The ideal candidate demonstrates confidence, professionalism, and humility -- able to lead through influence, anticipate needs, and make sound judgments in fast-paced or sensitive situations. At times, this position will represent the ED in internal and external meetings, ensuring continuity of communication and accountability. DUTIES AND RESPONSIBILITIES include but are not limited to: Serve as the primary administrative and strategic support to the Executive Director (ED), anticipating needs, managing competing priorities, and ensuring deadlines and commitments are met. Manage and prioritize the ED’s calendar in Outlook, coordinating complex scheduling, meetings, and travel logistics with discretion and efficiency. This task is not merely organizational but serves as a strategic function, safeguarding uninterrupted time for executive focus and strategic thinking to enhance leadership effectiveness. Manage the ED’s email inbox, triaging messages, prioritizing urgent items, and drafting or responding to correspondence on their behalf as appropriate. Ensure daily alignment with organizational priorities, utilize Asana, Outlook, and SharePoint to track the ED’s projects, goals, and deliverables. Provide coordination and project support to other members of the executive leadership team, including the Chief Digital Information Officer (CDIO), as directed by the ED. Develop and maintain project timelines, dashboards, and progress reports to keep the ED and leadership team informed of milestones and outcomes. Create, assign, and monitor tasks for ED and other C-level executives, based on the ED directives; follow up to confirm completion and communicate progress or delays. Act as the liaison between the ED and internal staff, Board members, vendors, and external partners -- filtering communications and ensuring that requests and issues are addressed promptly. Draft, edit, and proofread correspondence, memos, reports, and presentations for the ED, ensuring clarity, accuracy, and alignment with the organization's mission and tone. May be asked to represent the ED in internal or external meetings when delegated, maintaining professionalism and accurately communicating follow-up actions and decisions. Maintain the highest level of confidentiality and discretion in handling sensitive organizational and personnel information. Support the Chief Digital Information Officer (CDIO) & other C-level executives on cross-departmental high-priority initiatives requiring project coordination or executive tracking. Coordinate logistics for Board and committee meetings, including scheduling, technology setup (Zoom, Teams), and communication with members. Prepare and distribute Board of Directors meeting materials, including agendas, packets, presentations, and minutes, ensuring compliance with established procedures and bylaws. Attend Board meetings to record and prepare accurate, comprehensive minutes and track follow-up actions through completion. Track and manage action items from key meetings, ensuring timely completion and communication of outcomes. Maintain organized electronic files and records using SharePoint, ensuring version control, document accessibility, and proper archiving. Serve as the first point of contact for vendor communications and meeting coordination, gathering information and relaying updates to the ED. Schedule and attend vendor and partner meetings as requested, capturing notes and ensuring follow-through on deliverables. Coordinate the signing, routing, and storage of contracts and official documents through Salesforce, DocuSign, and SharePoint workflows. Troubleshoot basic technology or access issues for the ED and coordinate with IT for resolution as needed. Demonstrate the ability to lead with influence, balancing assertiveness with professionalism and humility; build strong relationships across departments to facilitate effective communication, foster accountability, and ensure efficient project management. Serve as a trusted advisor and right hand to the ED, consistently modeling integrity, follow-through, and organizational excellence. Perform other duties as assigned, demonstrating flexibility and commitment to organizational success. SUPERVISORY RESPONSIBILITIES None, but may be asked to mentor other executive assistants. QUALIFICATIONS – An acceptable equivalent combination of education, experience, and skill may be considered. EDUCATION Requires a BS/BA (In English/Communication, Public/Business Administration -- preferred). Coursework or certification in Project Management, Executive Support, Office Management (e.g. PMP, CAP, IAAP, CEA) EXPERIENCE Five (5) years of qualifying senior executive assistant or project management experience supporting senior executives, INCLUDING: Experience supporting cross-functional projects and using project management tools (e.g., Asana, Smartsheet, or MS Planner). Proven experience with managing complex scheduling, managing competing priorities, and serving as a liaison between departments or agencies. Demonstrated experience handling confidential, sensitive, and high-level communications. Strong background in board or committee support, including preparing agendas, board packets, and minutes. Experience coordinating virtual and hybrid meetings using Zoom and Microsoft Teams. Prior work in public sector, nonprofit, healthcare, or consortium settings is a plus (especially those that work with counties or state agencies) – preferred. To perform this job successfully, an individual must be able to perform essential functions satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. JOB-SPECIFIC KNOWLEDGE & SKILLS: Proactive problem-solver with the ability to anticipate needs and adapt to changing priorities. Exceptional organizational and time-management skills with meticulous attention to detail. Confident yet humble professional demeanor; demonstrates tact, diplomacy, and emotional intelligence. Has a strong desire to succeed in the face of adversity and demonstrates the willingness to push through challenges associated with changes and new business development. Strong analytical skills with the ability to assess processes and data to inform decision-making. Proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, and Teams). Working knowledge of Asana, SharePoint, Zoom, Slack, Salesforce, and DocuSign. Strong digital organization and file management skills. Must be tech savvy -- experience supporting technology leadership or working within digital transformation initiatives, is preferred. COMMUNICATION & COLLABORATION: Excellent written and verbal communication skills; ability to draft and proofread professional correspondence and reports. Advanced writing, editing, and presentation design skills with the ability to prepare professional, board-ready materials. Strong interpersonal skills and the ability to lead through influence across all levels of the organization. PERSONAL ATTRIBUTES: Demonstrates initiative, independence, and resourcefulness in executing responsibilities. Adaptable to dynamic work environments and capable of working in office settings. Confidentiality and integrity focused PHYSICAL DEMANDS - The physical demands described here 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 job, the employee is frequently required to sit and stand; use phone and headset; use hands, arms, fingers to type; answer phones; write; use calculator; demonstrate strength to lift and carry materials weighing up to 10 pounds; demonstrate clear vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone; and drive a motor vehicle on public roads and highways. SENSORY DEMANDS - The incumbent must spend long hours in intense concentration. The incumbent must also spend long hours on the computer entering information, which requires attention to detail and high levels of accuracy. MENTAL DEMANDS - There are a number of deadlines associated with this position, which may cause significant pressure. The incumbent must also deal with a wide variety of people on various issues. REGULAR WORK SCHEDULE – Varies depending on business needs; however, the company normal business hours are 8:00am to 5:00pm, Monday – Friday

Responsibilities

The Executive Team Operations Manager provides high-level administrative and project management support to the Executive Director, ensuring effective leadership and operational alignment. This role includes managing the ED's calendar, communications, and project tracking, while also serving as a liaison with internal and external stakeholders.