Executive Operations Manager

POSITION PURPOSE

The Executive Operations Manager partners with the Managing Director to lead both the day-to-day operations and the high-level priorities of the Office of the Managing Director. The Executive Operations Manager has a strong aptitude for and a track record in executive coordination, project management, process optimization and operational efficiency. This role offers a unique opportunity for impact and professional growth through working closely with senior leadership including the Managing Director, and engagement with the highest priority organizational projects.

PRIMARY RESPONSIBILITIES

• Optimize the Managing Director’s (MD) calendar, ensuring efficient scheduling, clear agendas, time zone management, and focus on the highest priorities and strategic areas.

• Drive the MD’s priorities by calendaring clear and smooth processes, anticipating needs, scheduling and preparing key stakeholders, facilitating follow-through and project managing a portfolio of Office of the MD initiatives as assigned.

• Maintain a high level of discretion and confidentiality across all responsibilities.

• Plan and coordinate meetings with senior leaders, including the management team, board members, and key stakeholders, ensuring all are prepared to contribute to each meeting.

• Draft, format, and proofread correspondence, reports, and presentations.

• Monitor and manage the Office of the Managing Director’s budget and expenses.

• Drive efficiency in executive technology use, solving challenges, and finding and disseminating shortcuts and workarounds as needed.

• Lead and contribute to continuous improvement efforts across administrative and operational functions.

• Coordinate the Leadership Team (LT) calls and quarterly in-person meetings.  

SKILLS

• Proven ability to work independently with initiative, to be resourceful and self-motivated and proactively manage multiple tasks and projects simultaneously.

• Ability to balance strong detail-orientation with driving progress on high-level organizational goals.

• Ability to simplify and structure complex and ambiguous situations.

• Aptitude for and interest in optimizing the use of office productivity software (e.g. Teams, SharePoint, MS Office).

• Exceptionally strong administrative, and organizational skills; commitment to detail, methodology and accuracy; effective time management and prioritization skills.

• Excellent communication skills with an emphasis on proactivity, clarity, thoroughness, and diligence.

• Proven characteristics of intellectual curiosity, responsibility, determination, creativity, flexibility, drive, and self-confidence.

• Ability to maintain discretion and integrity of confidential and sensitive information.

• Ability to connect the dots, integrate ideas, influence, partner, build consensus and foster strategic trusted advisor relationships with members and all levels of the organization.

• Ability to identify problems, research alternatives, provide solutions and/or resolve issues in a timely manner. Anticipates customer needs and delivers with clarity.

• Analytical with extremely high judgement, structured thinking and creative problem solving.

• Possesses a distinct global mindset, sensitive to local and international customs and protocols.

• Proficiency in Microsoft Office. Keen desire to learn and apply new technologies and tools.

EXPERIENCE/BACKGROUND

• 5+ years’ experience as an executive assistant, personal assistant, office manager, project manager or similar role.

• Experience supporting project delivery and process improvement.

• Experience working in executive and board facing environments.

• Experience with structured business writing and presentations.

• Ability to work effectively in global, cross-functional, and hybrid work settings.

EDUCATION/TRAINING/CERTIFICATION

• Bachelor’s Degree or equivalent work experience.

PHYSICAL REQUIREMENTS

• Ability to work flexible and/or extended hours as needed to accommodate members and team members in multiple time zones.

• Ability to work for extended hours at a computer screen.

• Willingness and ability to travel, domestically and internationally, without restrictions, approximately 10-25% per year.

EOE

YPO is an Equal Opportunity Employer. YPO takes pride in supporting a diverse workforce and demonstrates this through its policies and practices. YPO does not discriminate in recruiting, hiring, training, promotion, or other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, marital or veteran status, disability, or any other legally protected status.