Operations Administrator, Executive Department at International Foundation of Employee Benefit Plans

Brookfield, Wisconsin, United States -

Full Time

Start Date

Immediate

Expiry Date

23 Apr, 26

Salary

0.0

Posted On

23 Jan, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Microsoft Office, Adobe Acrobat, SmartSheet, Canva, InDesign, Written Communication, Verbal Communication, Project Management, Time Management, Attention to Detail, Customer Service, Confidentiality, Teamwork, Organizational Skills, Judgment, Adaptability

Industry

Human Resources Services

Description

Description Summary: Conduct and execute administrative, operational and communications functions to support the Executive Department both collaboratively and independently. A strong emphasis is placed on drafting and coordinating communications for current, future and past board and committee members and committee staff advisors, including, but not limited to: coordinating meeting communications and materials used in engaging, training and onboarding new volunteers and committee members. The incumbent may also be assigned to revise and update policies, and/or draft policy change communications to membership. In this role, approximately 50-75% of the time (on average) will be spent directly assisting the Director of Governance/Executive Operations with coordination and preparation of meeting materials including posting/linking meeting minutes, agendas, attendance rosters, supporting documents, pre-meeting PDF packages, and other materials needed for successful, regularly scheduled board and committee meetings. Will need to understand and be able to effectively explain the governance and volunteer expense reimbursement policies and processes, on an as needed basis. Additionally, the incumbent will cross-train within the department to provide backup and direct support for each team member, and to provide support for the CEO on an as-needed basis. Opportunities may also arise to support the meeting/event planning function of this team. Essential Duties and Responsibilities This Position Description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Provides an exceptional level of responsive service to the Executive Committee, Governance, Committee Chairs, Committee Members, and Volunteers. Applies sound and independent judgment and professional discretion to provide confidential administrative, communications and operational support for the Governance & Executive Operations Department. Accurately prepares and follows-through on all required and assigned tasks in a timely manner to ensure successful Board/Committee meetings. This includes duties such as: designing/drafting communications, managing calendars, typing/reviewing agendas, typing/updating minutes, creating supporting collateral such as summary sheets, name tents, name badges, etc. Work collaboratively with staff advisors for assigned Foundation committees to prepare, update, assemble and distribute electronic and/or hard-copy portfolios/binders of meeting materials prior to the meeting and prepare, update and distribute minutes after the meeting. Work with the department Director and Meeting Manager assigned to plan all meeting events to design, develop and draft the content and collateral for various means of communications used to share details regarding each Board/Committee meeting with the attendees. Work with others, as assigned, to create well-written and appealing collateral used for attracting, recruiting, or onboarding new volunteers to the International Foundation. Responsible for the proper finalizing, storage/filing and retention of assigned meeting documentation, including minutes, agendas, etc. Assist in all ancillary administrative and operational functions to ensure that the high standards of service for Board/Committees are maintained. Physically assist all Executive Operations department team members in packing and setting up for all assigned meetings. See physical requirements, below. Acts as a supportive teammate with a can-do, will-do attitude. This position description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time. Supervisory Responsibilities: No formal supervisory responsibilities; however, incumbent may be required to train/mentor more junior staff members. Requirements Required Education/ Experience: The International Foundation will always consider candidates with an equivalent combination of education and relevant experience. A bachelor’s degree in communications, marketing, business administration (or similar field) is required. A minimum of four (4) years’ experience performing administrative and operational support tasks. At least 2 years’ experience designing and drafting communications and collateral for internal or external “customer” audiences is preferred. Prior experience traveling for work is strongly preferred. Experience working with board / governance / committee members is strongly preferred. Minimum Qualifications/Skills: Excellent Microsoft Office proficiency, including Outlook, Word, PowerPoint and Excel; working proficiency using Adobe Acrobat/ProX and SmartSheet (or similar program); and relevant experience using a design program such as Canva, InDesign, or similar. Accurate typing speed of at least 70wpm is desired. Excellent command of the English language, with exceptional written and verbal communication skills. Demonstrated ability to draft clear, effective communications, proofread accurately, and design appealing communications collateral is required. Ability to manage projects independently or with minimal supervision, using sound judgment and strong time management and prioritization skills. Given the highly independent nature of the tasks, and the fast-paced environment in which it operates, this role requires a self-motivated, driven individual who is highly organized, pays meticulous attention to detail, and is able to meet deadlines in an environment where deadlines and priorities frequently and rapidly evolve. This position is part of an existing team where regular collaboration, cross-training and teamwork is required. The ideal candidate is patient, dependable, adaptable and trustworthy. While we require the adherence to standard operating procedures, we also value analytical thinking, continuous improvement and innovation. Must be able to provide concierge-level customer service when interacting with Board/Committee members in-person and remotely via videoconference, telephone and/or email. Must be able to maintain confidentiality and demonstrate tact, diplomacy, good judgment, and a positive, patient attitude while interacting with Board/Committee members and staff. Travel Requirements: The individual will be required to travel both domestically and internationally 15-25% of the time based on annual calendars. Generally, this will be 3-6 trips per year, each lasting approximately 7-12 consecutive days. For longer trips, the incumbent regularly works on each of the consecutive days, including during nights and weekends. Up to fifteen (15) additional paid days off work are offered per year for travel-related work conducted on weekend days. Hybrid Work Environment: This position is expected to work from our corporate headquarters office in Brookfield, WI. This is an environment with typical office conditions, including lighting, noise, seating and equipment. New hires are expected to be fully onsite during the training period. Then, once fully trained, the Foundation operates on a 60/40 Hybrid schedule; with 60% being onsite at our headquarters in Brookfield (Tuesdays, Wednesdays, and Thursdays); and up-to 40% being optionally remote (Mondays and Fridays) and as business needs allow. 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties and responsibilities of this position, the employee is required to sit or stand for extended periods of time. The employee will occasionally be required to walk, climb, stoop, kneel, crouch or crawl, reach above shoulders, and move from place to place. While attending offsite events, the individual will need to be able to work for longer-than-normal periods of time (upwards of 10-12 hours per day) over consecutive days, which may result in up-to 12 consecutive work days of varying length. The incumbent will regularly stand and walk for long distances and/or extended periods of time. The incumbent is regularly required to talk and listen and frequently required to sit and use hands for tasks requiring dexterity and/or grasping and holding. Specific vision requirements for this position include close vision, distance vision, color vision, peripheral vision and the ability to adjust focus. Additionally, when preparing for business trips, events and meetings, the incumbent will be required to unpack and assemble materials and equipment. Individual must be able to lift and maneuver crates and suitcases weighing 30-50 lbs.; and occasionally up-to 100lbs in a team-lift capacity. When attending trips, events and meetings, the incumbent will be expected to walk long distances and may be expected to stand for extended periods of time. The above statements reflect the general details necessary to describe the principal functions of the occupation described and shall not be construed as a detailed description of all the work that may be inherent in the occupation.

Responsibilities

The Operations Administrator will conduct administrative, operational, and communications functions to support the Executive Department, including coordinating meeting materials and communications for board and committee members. The role also involves cross-training within the department and providing backup support for team members and the CEO as needed.