What are the responsibilities and job description for the Operations and Executive Support Specialist position at Red Clover HR?
Description
Key Responsibilities
Skills, Knowledge and Experience
Extra credit:
Core Competencies
Red Clover is recruiting for a global non-profit professional organization representing city, state, regional, provincial, and national film commission members.
Our client is looking for an Operations and Executive Support Specialist to play a crucial role in supporting their Executive Director and ensuring the smooth execution of key projects within the organization. This role combines traditional executive support duties with project management responsibilities, helping to track the progress of initiatives across teams and ensuring deadlines are met. The Executive Assistant will work closely with the leadership team, providing administrative support, managing schedules, and coordinating projects. Additionally, they will liaise with team members across the organization to ensure that tasks are on track and aligned with the organization’s goals.
While we are open to speaking with candidates across the United States, this positions work hours will be based in Pacific Standard Time.
Our client is looking for an Operations and Executive Support Specialist to play a crucial role in supporting their Executive Director and ensuring the smooth execution of key projects within the organization. This role combines traditional executive support duties with project management responsibilities, helping to track the progress of initiatives across teams and ensuring deadlines are met. The Executive Assistant will work closely with the leadership team, providing administrative support, managing schedules, and coordinating projects. Additionally, they will liaise with team members across the organization to ensure that tasks are on track and aligned with the organization’s goals.
While we are open to speaking with candidates across the United States, this positions work hours will be based in Pacific Standard Time.
Key Responsibilities
- Manage the Executive Director’s fast paced schedule, including setting up meetings, appointments, and travel arrangements, and assist with special projects as needed.,
- Administrative support and gatekeeping for the Executive Director. This includes drafting correspondence, memos, reports, materials for meetings, other supporting documents, and maintaining accurate records and minutes when appropriate.
- Use project management tools such as Asana or Trello to set up and track the progress of ongoing projects, ensuring tasks are completed on time.
- Ensure follow-up on action items from team meetings, ensuring that tasks are assigned, tracked, and completed.
- Assist with the preparation and distribution of reports, presentations, and other materials for sponsorships, meetings and events.
- Support event planning by coordinating logistics, managing timelines, and liaising with vendors or partners when necessary.
- Handle ad-hoc tasks and projects as assigned by the Executive Director to ensure smooth operations across the organization.
- Assist the Executive Director in managing relationships with key members, stakeholders, and partners.
- Help coordinate meetings, calls, and follow-up actions with external partners or stakeholders. Keep the team informed, engaged and maintain open lines of communication.
- Administer the onboarding process and software setup for both new employees and contractors. Oversee Justworks, managing insurance renewals and audits (OnBoard, Salesforce, etc.)
- Organize and coordinate meetings, and assist in the preparation of materials for board meetings, including financial reports, agendas, and presentations, and maintain accurate records and minutes when appropriate.
Skills, Knowledge and Experience
- 3 years of experience in an executive assistant or project management role, preferably within a membership organization or the film industry
- 3 years of experience with project management tools such as Asana or Trello and CRM tools such as Salesforce or similar
- Strong organizational and multitasking skills with the ability to manage multiple priorities simultaneously
- Excellent written and verbal communication skills, with experience drafting professional emails, memos, and reports
- High attention to detail and a proactive approach to problem-solving
- Ability to handle confidential information with discretion
- Experience working with boards & reporting
- Experience or interest in the film industry or a membership organization is a plus
- Strong interpersonal skills & emotional intelligence, with the ability to engage with stakeholders at all levels of the organization
Extra credit:
- Familiarity with membership management software is a bonus
- HR training or understanding of team dynamics
Core Competencies
- Plans and Aligns - Planning and prioritizing work to meet commitments aligned with organization goals
- Ensures Accountability - Holding self and others accountable to meet commitments
- Interpersonal Savvy - Relating openly and comfortably with diverse groups of people
- Communicates Effectively - Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences
- Manages Complexity - Making sense of complex, high quantity, and sometimes contradictory information
