Job Title: Director of Executive Operations 

Supervisor’s Title: President & CEO

Department: Administration

SUMMARY OF PRINCIPAL & MAJOR RESPONSIBILITIES: The role of the Director of Executive Operations is pivotal to the efficient functioning of the organization, supporting the President & CEO. The Director of Executive Operations will undertake a comprehensive array of executive-level administrative duties, ensuring seamless coordination and management of tasks. Primary responsibilities encompass executive calendar scheduling, email management, internal and external communication facilitation, board of directors management and executive project oversight for a high-performing, fast-paced CEO leading a nationally recognized and respected community focused organization. 

CLASSIFICATION: FULL-TIME, EXEMPT: Bi-Monthly, Salary. 

PRINCIPAL DUTIES AND RESPONSIBILITIES (Essential Functions):

Executive Support: 

• Provide meticulous and confidential administrative assistance to the CEO, managing their daily schedule. 
• Efficiently handle incoming phone calls, ensuring effective communication and appropriate routing. 
• Maintain and manage the CEO's calendars, emails, and scheduling requirements. 

• Aid in the development of executive-level communications and correspondence. 
• Prepare administrative documents such as letters, memos, invoices, and reports. 
• Coordinate conference registration, travel, and accommodations. 
• Schedule and attend meetings, accurately recording minutes as directed. 
• Organize and oversee executive initiatives and celebrations as needed. 
• Cultivate collaborative relationships with leadership team members and external partners. 
• Develop streamlined processes for efficient information dissemination. 
• Organize executive-level meetings, handling logistics, including scheduling and catering. 
• Manage executive projects as assigned.
• Anticipate the CEO’s needs and proactively address administrative and logistical requirements.
• Assist with tasks as needed to support the CEO’s personal life responsibilities. 

Board Relations: 

• Manage the overall board relations and meetings process, encompassing scheduling, meeting setup, and agenda preparation. 
• Serve as the primary point of contact for board members' information requests from various departments. 
• Collaborate with the marketing team to craft board materials and presentations. 
• Capture detailed meeting minutes to ensure accurate documentation. 
• Ensure strong board member engagement through detailed and thorough board member communications. 
• Coordinate both internal and external meetings involving the CEO and the organization. 
• Facilitate partner presentations and manage partner and industry communications. 

Additional Responsibilities:

• Execute supplementary duties as directed by the President & CEO.
• Attend conferences, webinars, and workshops to stay current on the latest trends in executive support and board relations.

JOB SPECIFICATIONS:

Required Knowledge, Skills, and Abilities (Requirements represent minimum levels of knowledge, skills, and/or abilities.) 

• Experience supporting and understanding C-level executives or equivalent. 
• Strong leadership and management skills and ability to willingly make procedural decisions, exhibiting sound and accurate judgment while making timely decisions.
• Meticulous organizational abilities and keen attention to detail. 
• Exceptional verbal and written communication skills. 
• Strong interpersonal and communication skills and the ability to work effectively with various constituencies in a diverse community, including managers, co-workers, customers, and the public in general. 
• Excellent communication and interpersonal skills, both written and verbal, and the ability to speak clearly and persuasively in positive or negative situations, demonstrate group presentation skills and conduct productive meetings. 
• Exceptional time management skills, consistently meeting deadlines. 
• Comprehensive familiarity with office administration, clerical procedures, and recordkeeping systems. 
• Proficiency in typing with a minimum speed of 70 words per minute. 
• Ability to travel up to 15% of the time annually. 
• Ability to function well in a high-paced and, at times, stressful environment. 
• Ability to plan, develop, manage, and coordinate multiple projects and deadlines. 
• Ability to espouse high ethical standards and expect the same from everyone in the organization. 
• Ability to build and maintain relationships and work well with others as part of a team. 

• Advanced proficiency in Microsoft Office Suite, Outlook, and OneNote. 
• Professional image representative of the company image 
• Ability to operate a motor vehicle, either personal or company, for various Visit Corpus Christi businesses.

Education, Training, and Experience

• 5 years of related experience required. 
• Strong leadership and management skills 
• High school diploma required, a Bachelor's Degree in Business Administration, Communications or a related field preferred. 

License/Certifications: 

Priority will be given to candidates with the following certifications (strongly recommended but not required): 

• Certified Administrative Assistant (CAA) and/or 
• Professional Administrative Certification of Excellence (PACE) 
• Must have a valid driver’s license and must be insurable under VCC's current motor vehicle insurance policy.