Operations Manager

This is a part-time contract position, renewable annually. There is potential for an increase or commission should organizational growth through this role’s efforts prove fruitful.

JOB DEFINITION

The Operations Manager plays a pivotal role in supporting the mission and values of our organization, which is dedicated to growing business leaders in Central Oregon through peer mentorship. This role provides operational support, management of ongoing projects, organizational tasks, and assistance with membership. Reporting to the Board President, the Operations Manager will be available to the volunteer members of the OK Board of Directors and Executive Team on a regular basis. Board Committee Chairs will look to the Operations Manager for support in areas of marketing, finance, events, services, membership, fundraising, and more.

JOB RESPONSIBILITIES

Operations 

• Oversee day-to-day operations with individual Board Committee Chair support, including programs, services, finances, fundraising, and marketing.
• Set agenda for board meetings with the President and Executive Team, including minutes, financials and tracking strategic milestones and goals.
• Coordinate meeting locations for board meetings and various teams.
• Pick up mail weekly and deposit checks.
• Manage Monday.com CRM as it relates to organizational tasks and member & MMC tracking 
• Maintain clear and effective communication with all stakeholders.

Finances

• Update the organization's budget with a contracted accountant and Board Treasurer. 
• Ensure state and local business licenses are paid and current

Legal

• Communicate with Board Secretary on all compliance issues with applicable laws and regulations including licenses and insurance for both directors and organization.
• Gather tax information and provide to tax accountant on an annual basis.

Learning Events

• Work with the Learning Chair/s to design and implement educational and social events.
• Scout and secure venues, help coordinate vendors, track payments and contracts, help coordinate speaker requirements, manage event registration.
• Support day-of event coordination including managing run-of-show, tracking attendance, potentially some public speaking.
• Conduct post-event surveys and track metrics.

Marketing & Events

• Help Marketing/Event Chair(s) oversee events (a minimum of four mixers each year). Support marketing through Eventbrite and emails to members.
• Help coordinate event day operations (manage food/drinks, name tags, check in, run-of-show for speakers/strategic partnerships). 
• Work with Marketing Chair for communications plan & execution including monthly newsletter, web and social media, strategic partners/team updates, media calendar. 

Membership

• Manage membership profiles in Wild Apricot
• Support with membership portal assistance
• Follow up with new members once interviewed by Membership Director
• Coordinate and support the monthly Onboarding Meeting for new members
• Ensure incoming members have received welcome letter and other onboarding materials

MMCs (Moderators, Mentors & Coaches)

• Keep list of MMCs current and send out invites to events, working with the Teams Chair. 
• Send membership applications to MMCs and follow up.
• Assist MMCs with team meeting locations, speakers and other team resources
• Coordinate with MMC Director when placing or moving members

Resources

• Field calls for resources, update Experts Resource Guide, provide connections to MMCs  
• Update member portal with new resources as they are developed

Strategic Partnerships

• Work with the Strategic Partner Chair to meet various needs and fulfill commitments of long-term partners.
• Add new Strategic Partners to Wild Apricot and ensure billing is correct
• Connect between the Strategic Partners director and Events director on co-collaborated events

KEY SKILLS / COMPETENCIES

• Strong project/time management and leadership skills
• Strong oral and written communication — from editorial to speaker introductions to email etiquette
• Highly computer proficient including experience with:
• Microsoft Office Suite, Google Suite, Canva, MailChimp, WordPress
• Basic design experience
• Event registration software (Eventbrite)
• QuickBooks — enter and pay invoices, run reports, reconcile accounts.
• Social media platforms including Facebook, Slack, Twitter, LinkedIn & Instagram

TRAITS

• Ability to “style flex” to accommodate various leadership styles and evolving board; thrive in a constantly changing environment.
• Adaptable to thrive in a constantly changing environment.
• Strong ability to self-manage and manage up
• Highly motivated (can manage projects from start to finish)
• Professional and detail oriented 
• Proactive (can anticipate needs of the board and offer support)
• Resourceful (can find ways to make things happen — gut reaction is to say yes!)
• Solution-oriented (can offer / brainstorm ideas when presented with problems)
• Good at motivating others 

REQUIREMENTS

• 3 years of operations and some experience event planning
• Ability to work from home / remote
• Willingness to work flexible hours, some nights and occasional weekends, some travel
• Reliable transportation
• Applicants must have access to their own computer and cell phone
• Must be located in Central Oregon with a positive community reputation

Our Mission, Vision & Values

Mission: Growing business leaders in Central Oregon through peer mentorship

Vision: To become the model for how to foster a vibrant, sustainable, collaborative business community

Values: Commitment, Collaboration, Confidentiality & Accountability

About Opportunity Knocks

Access to CEO community of over 140 members and a strong board of directors

• The organization is a small but growing non-profit located in Central Oregon with a strong mission of and a committed team of working board members and volunteers.
• The ideal candidate will be a highly motivated, community minded and results-oriented individual with a passion for making a difference in the world.