Executive Operations Manager, Advancement & Finance Position at Barnard College in New York, NY

Job description

If you are a current Barnard College employee, please use the internal career site to apply for this position. Job: Executive Operations Manager, Advancement & Finance Position Barnard College seeks a highly organized, proactive, and resourceful Executive Operations Manager to provide executive and operational support to the Vice President for Advancement and the Vice President for Finance & Chief Financial Officer and to support the effective day-to-day operations of the Advancement and Finance divisions. The Executive Operations Manager serves as a key point of coordination for the two Vice Presidents and their teams, managing executive schedules and priorities while helping ensure that meetings, deadlines, communications, and office operations move forward efficiently. The successful candidate will be a self-starter who anticipates needs, takes initiative, exercises sound judgment, and drives tasks through completion with a high degree of independence and discretion. Job Description: Executive Support & Coordination Manage complex, high-volume calendars for two Vice Presidents, prioritizing meetings and resolving scheduling conflicts in accordance with executive and institutional priorities. Serve as a primary point of contact for the Vice Presidents, appropriately screening and triaging meeting requests, correspondence, inquiries, and visitors. Anticipate upcoming meetings, deadlines, and commitments; ensure the Vice Presidents are prepared with appropriate materials and context; and proactively track resulting decisions and follow-up items through completion. Coordinate executive travel and itineraries and prepare related expense reports, as needed. Draft, edit, proofread, format, and assemble correspondence, presentations, reports, and other executive materials. Handle confidential and sensitive financial, donor, personnel, and institutional information with a high degree of discretion and judgment. Divisional & Office Operations Manage day-to-day administrative and office operations for the Advancement and Finance divisions, including mail and deliveries, office and pantry supplies, shared spaces, purchasing, invoices, corporate card reconciliations, and other routine needs. Coordinate onboarding logistics for new employees, including workspace readiness, technology and system access, supplies, and other administrative arrangements. Maintain organized electronic and physical files, contact and distribution lists, organizational charts, and other shared administrative resources. Identify opportunities to improve administrative processes, organization, and efficiency across the two divisions and take initiative to implement appropriate solutions. Board, Meeting & Team Support Coordinate executive, departmental, and cross-functional meetings and events, including agendas, materials, catering, technology, participant communications, and other logistics. Support Board of Trustees and committee activities, including preparation and distribution of materials, meeting logistics, pre-meeting coordination, minutes or meeting notes, and follow-up on decisions and action items. Provide administrative and operational support to Advancement and Finance leadership for recurring processes, major deadlines, reporting cycles, events, and special initiatives. Support professional and responsive engagement with trustees, donors, alumnae, and other key internal and external stakeholders. Initiative & Operational Effectiveness Anticipate executive, team, and office needs; independently resolve routine issues; and proactively follow up on outstanding requests, commitments, and deliverables through completion. Exercise sound judgment in determining which matters can be resolved independently and which require escalation. Build effective working relationships across Advancement, Finance, and the broader College and provide responsive, professional service to internal and external stakeholders. Leverage technology and available tools to improve