Manager of Executive Operations

Oceana

Oceana

Operations
Washington, DC, USA
Posted on Wednesday, May 15, 2024

GENERAL SUMMARY

The Manager of Executive Operations plays a pivotal role in managing the Office of the CEO and supporting the governance of Oceana. The Manager of Executive Operations supports the CEO in his role by advising on daily and long-term priorities, coordinating input and preparing materials for all meetings and speaking engagements, directing the CEO’s daily workflow and tasks, and managing the Executive Assistant to the CEO to provide principal administrative support. The Manager of Executive Operations also oversees all aspects of board governance for the organization’s 27-person Board of Directors. The Manager of Executive Operations is a person who thrives in fast-paced environments with rapidly changing needs, is comfortable multi-tasking, handles highly confidential matters with tact and discretion, proactively facilitates interdepartmental information exchange, and maintains a collaborative alliance with internal and external stakeholders. The Manager of Executive Operations manages a varied and high-volume workload and is the direct supervisor for the Office of the CEO’s Executive Assistant .The Manager also contributes to internal communications with Oceana employees on behalf of the Office of the CEO.

This is a full-time position based in Washington, DC.

PRINCIPAL DUTIES AND RESPONSIBILITIES

Essential Functions:

The Manager of Executive Operations will perform the following and other duties:

  • Direct all governance for the organization’s 27-person Board of Directors including managing all board committees and overseeing the planning and execution of meetings of Oceana’s Board of Directors three times per year in various cities around the world, as well as monthly meetings of the Board Executive Committee.
  • Facilitate the effective operations of the Office of the CEO, developing and maintaining systems for tracking and prioritizing tasks and deadlines. Assist the CEO in organizing the daily workflow.
  • Manage all communications for the CEO and ensure timely and accurate follow-up, including initial drafting of emails, preparation of talking points and draft presentations.
  • Prepare the CEO for all internal and external meetings through verbal briefings and detailed written agendas.
  • Track and coordinate all external engagements for the CEO. Gather input and coordinate with staff across the organization to assemble preparatory materials and manage post-engagement follow-up.
  • Supervise the Executive Assistant to the CEO to ensure seamless planning of travel itineraries, meeting schedules, transportation, and briefing materials.
  • With the Chief of Staff, serve as a liaison between the CEO and other departments within the organization.
  • Contribute to internal communications with Oceana employees through written materials, convenings and other mechanisms.
  • Provide additional support to the Executive Office’s priorities when needed.

JOB REQUIREMENTS

Education and work experience:

  • College degree required.
  • At least 5 years of relevant full-time experience supporting executive leadership from an administrative or project management standpoint.
  • Management experience preferred.

Skills and knowledge:

  • Excellent and sophisticated knowledge of the Microsoft Office Suite, including advanced document formatting, email and calendar organization, database creation and maintenance, etc.
  • Excellent organizational, written, and verbal communication skills.
  • Must be willing to accept varied workload and meet hard deadlines.
  • Demonstrated experience working with highly confidential information in a discreet manner.
  • Ability to travel (domestic/international) and work outside of normal work-week hours.
  • Ability to develop and manage interpersonal relationships at all levels of the organization. High degree of service orientation.
  • Ability to work effectively and efficiently (both virtually and in-person) with minimal supervision.
  • Must be able to represent Oceana and the Office of the CEO in a professional and responsive manner at all times and across all modes of communication.

Required Competencies:

  • Ensures Accountability: Follows through on commitments and makes sure others do the same. Has a reputation of taking ownership and responsibility for decisions, actions and failures.
  • Action Oriented: Makes things happen. Takes on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
  • Manages Ambiguity: Must be able to manage ambiguity and operate effectively even when things are not certain or clear. Is willing to forge ahead, solve problems and get things done during changing and unpredictable times.
  • Effective Communication: Understands the value of effective communication. Can deliver messages in a clear, compelling and concise manner. Actively listens, checks for understanding and adjusts content and style to meet the needs of different stakeholders.
  • Customer Focus: Is skilled at anticipating customer needs (internal and external) and providing services that are beyond customer expectations. Establishes and maintains effective customer relationships.
  • Nimble Learning: Takes on the challenge of unfamiliar tasks. Can quickly adapt to new situations and to draw on past successes and failures to solve current problems.
  • Situational Adaptability: Recognizes the need to be flexible and act differently in different situations – bring empathy in times of stress and change, firm direction in times of uncertainty, or diplomacy in times of conflict.
  • Optimizes Work Processes: Can figure out the processes necessary to get things done. Sees and implements ways to improve processes, from small tweaks to complete reengineering.

Oceana values a diverse workforce and welcomes people different from each other in many ways, including characteristics such as race, gender, sexual orientation, religion, ethnicity, and national origin. Oceana considers all qualified candidates and seeks to recruit from a diverse candidate pool.

Oceana's US offices have operated on a hybrid schedule and staff have been required to work from their assigned office on Tuesday, Wednesday, and Thursday. With agreement between the employee and their supervisor, the employee may work from home Monday and Friday.