The Executive Operations Coordinator provides high-level administrative and clerical support to the Chief Executive Officer and to the Boards and Committees of the Villa. The Executive Operations Coordinator also coordinates executive stewardship efforts, establishes systems for organizing and implementing executive initiatives, and helps manage the CEO's projects.

Responsibilities

• Provide administrative and clerical support to the CEO, including scheduling and travel arrangements, meeting preparation, and correspondence.
• Coordinate stewardship efforts for the CEO's portfolio of board members, donors, and prospects.
• Support CEO fundraising activities, including research, database entry, and special events.
• Provide logistics and support for meetings, conferences, tours, and events, including scheduling space, catering, equipment rentals, and coordinating staff.
• Draft correspondence for the CEO and maintain CEO calendars and files.
• Support executive initiatives and projects with project management and collaborate with agency staff to ensure completion of projects.
• Prepare regular narrative and statistical reports for the CEO and Board.
• Develop, update, and implement new board member materials and Board orientation.
• Maintain up-to-date Board roster, by-laws, terms, board agreements, and records.
• Maintain Board and committee calendars, schedule meetings, draft correspondence, and take and distribute minutes.
• Manage the budget of the CEO office, monitor expenses, code invoices and receipts, and order office supplies, materials, and hospitality items as needed.
• Evaluate work processes and methods and submit recommendations for continuous quality improvement.
• Safeguard all confidential information.
• May supervise the work of volunteers and/or interns and collaborate with other Villa teams as needed.
• Attend scheduled training programs for professional development.

Qualifications

• Bachelor's degree and at least 2 years of experience supporting senior management and high-level Boards.
• Clerical experience and mastery of MS Office, including Excel, Power Point, Word, and Outlook.
• Experience with project management, event planning, high-level hospitality, budgeting, research, and writing is ideal.
• Familiarity with Raiser's Edge or similar database and some design experience preferred.
• Proficient with Windows, Outlook, internet research, MS Office including Word, Excel, Access, and Power Point.
• Valid Virginia driver's license with excellent driving record.
• Strong written, verbal, and telephone communication skills.
• Ability to resourcefully problem-solve.
• Skillful use of relevant current technology.
• Initiative to work independently in a fast-paced environment.
• Time management, knowledge of office management procedures, and standard board and governance procedures.
• Detail-oriented and organizational skills.
• Ability to work effectively and collaborate with diverse groups.
• Sense of urgency, mature judgment, self-motivation, curiosity, and a desire to grow.

FLSA Status: Exempt