Operations Manager

Job Title: Operations Manager

Reports To: American Headache Society (AHS) CEO

Department: Association Management Services (AMS)

FLSA Status: Exempt

Classification: Full-time

Location: Remote

Who We Are:

Talley Management Group, Inc. (Talley), is an employee-owned company who specializes in delivering innovative management solutions that empower associations, non-profits, and professional societies to thrive. We partner with organizations to provide full-service association management and outsourced services. Our tailored approach ensures that our clients achieve their goals, enhance member experiences, and create lasting impact within their industries.

What We Do:

Founded on a passion for excellence and collaboration, Talley is a leading association management company with decades of experience serving diverse associations. We are a team of dedicated professionals committed to fostering connections, driving growth, and delivering results. Guided by our mission and core values, we strive to be the trusted partner that organizations rely on to navigate challenges and achieve their mission.

Position Overview:

The Operations Manager for Talley’s client, the American Headache Society (AHS), provides high-level customer service to staff, board members, committee members, and key industry liaisons. This individual must have a keen eye for details, strong time management to manage competing priorities, comfort navigating multiple software services and strong written and verbal communication skills.

Key Responsibilities:

• Team Meetings
  • Develops team meetings agendas, including consent agenda in coordination with the CEO
  • Oversees meeting reminders and inquires for agenda topics, utilizing internal project management system for tracking
  • Plans a monthly virtual team building activity
• Financial management
  • Approves invoices in a timely and accurate manner
  • Reviews vendor payments and provides historical records for team members upon request
  • Maintains tracking spreadsheet for State Charity License Filings
  • Proactively manages approval deadlines in coordination with CEO and Accountant
• Board Management
  • Oversees BoardEffect software, including:
    • Library & Policies
    • User Account Management
    • Meeting Book Development & Distribution
    • Board Effect training for Board Members
  • In collaboration with the CEO, develops agenda, presentation material and training as part of the New Board Member Orientation
  • In collaboration with an AHS CEO, oversees the Board of Directors Nomination & Election process
  • Provides high-level executive committee and board meeting support, including:
    • Agenda topic tracking & development
    • Pre-read collection
    • Committee reports
    • Meeting book development and distribution
    • Timely completion of Meeting Minutes
    • Meeting room logistics (in collaboration with meeting manager)
    • Guest presenter coordination
• Funding Report
  • Updates report monthly by verifying payment status in AHS AMS system
  • Flags overdue payments and develops high-level overview report for the CEO
  • Supports the Meeting Manager to ensure conference sponsorship funding information is accurately reported
• Program Support
  • Manages the renewal/join process, including all communications, invoice generation, tracking, etc. for an industry relations program
• Communication
  • Manages appreciation and thank-you letter correspondence with program sponsors
  • Coordinates with CEO to manage staff schedules for conferences and other events
• Perform all other duties as assigned by Supervisor

Qualifications:

Education Requirements:

• High School Diploma required, Bachelor’s degree preferred

Experience Requirements:

• 3 years of proven association management experience or comparable experience in corporate administration

Technical Skills:

• Proficiency in Microsoft Office Suite and various AMC project management tools
• Proficiency with Adobe Suite and Canva (or similar software)
• Knowledge of common web productivity applications, such as Monday.com

Soft Skills:

• Strong analytical and problem-solving skills
• Strong communication, interpersonal, and presentation skills, with ability to convey information in writing and verbally
• High ethical standards and integrity
• Self-starter who is driven and has the ability to work independently
• Exhibit a high level of attention to detail in order to produce accurate results
• Ability to work collaboratively in a team environment to support strategic direction

Core Competencies:

• Organization and Time Management: ability to manage multiple tasks, prioritize effectively, and manage time efficiently to meet key deadlines
• Communication Skills: Strong written and verbal communication skills to interact with client(s) and colleagues
• Attention to detail: Accuracy in managing documents, data entry, scheduling, etc.
• Technical Proficiency: Familiarity with office software (e.g. Microsoft Office Suite) and client(s) CRM or project management tools
• Customer Service: Ability to interact positively and professionally with clients, customers, and other stakeholders
• Adaptability: Flexibility to adjust to changing tasks or environments in a fast-paced office setting
• Team Collaboration: Working effectively with other staff members and departments, often in supporting roles

Success Metrics

• Accuracy and Attention to Detail: Low error rates in documents, data entry, and/or scheduling. Reports pulled accurately and efficiently
• Efficient Response Time: Respond to phone and email inquiries within 24-business hours
• Communication Effectiveness: Clarity and responsiveness of communications with internal teams, clients, and stakeholders
• Productive working relationships: Timely and accurate completion of projects working with Talley staff and client teams

Physical Demands & Working Environment:

• This is a remote position.
• Percentage of travel (inclusive of Talley and client related obligations) – 5-10%
• This role primarily involves desk-based work using a computer and standard office equipment. Employees must be able to sit or stand (based on preference) for extended periods, type and use a mouse, view a computer screen, and participate in virtual meetings. Occasionally, light lifting of items like laptops or small office supplies (up to 15 pounds) may be required. Employees are expected to maintain a comfortable home office setup and adhere to safety guidelines for physical needs, ensuring an efficient and productive work experience.
• If travel is required, additional physical requirements include navigating airports, public transportation, and meeting locations, lifting luggage or equipment (up to 50 pounds), sitting or standing for extended periods, and adapting to various environments such as conference centers or client sites.
• If an accommodation is required, individuals are expected to contact Human Resources to ensure Talley can provide the necessary support and ensure a safe, comfortable work experience.

Talley is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.