Executive and Board Operations Manager

TITLE: Executive and Board Operations Manager

DIVISION: Philanthropy

REPORTS TO: Chief Executive Officer

SUPERVISES: None

LOCATION: Bozeman, MT

FLSA STATUS: Exempt

GROUP: Core

HOURS: Full time averaging 40 hours per week.

BENEFITS: Relocation, Paid Time Off (Vacation, Holidays, Sick, Volunteer), Medical Insurance with optional Flexible Savings or Health Savings Account & Dependent Care Account, Short-term Disability Insurance Voluntary Vision, Dental, Life, Critical Illness, & Accident Insurance, Work Role Provisions, American Prairie Lodging Perks, Corporate Discounts

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities required of the employee. Employees are expected to be responsible for and assist with additional tasks and duties as needed. Job descriptions may change to meet the business needs of the organization.

JOB PURPOSE:

The Executive and Board Operations Manager works side by side with the CEO to provide support to maximize strategic use of their time and advancement of American Prairie's mission. The role fosters effective collaboration between the CEO, the Board of Directors, Board committees, and staff and serves as the CEO's primary fundraising support partner. This position is responsible for a wide range of support and administrative functions, project and information management, travel arrangements, and coordination of other initiatives to ensure efficient operations and cross-functional coordination to drive alignment and accountability across the top levels of the organization.

This role works primarily with the CEO and provides additional support to the COO and Executive team as needed.

JOB DUTIES:

50% Board Liaison

Serve as the primary liaison between staff and the Board of Directors, and a partner to the Board Chair, Board Secretary, and CEO in Board management.

Drive development and maintenance of positive relationships, effective communications, and frequent engagement between staff leadership and Directors.

Manage annual calendar of Board meetings, committee meetings, and optional, topic-specific virtual calls.

Manage Board meeting logistics including material compilation and distribution.

Attend and produce minutes for all Board of Directors meetings in coordination with the Secretary of the Board.

Support committee chairs and staff leads with meeting agendas, notetaking, and ongoing projects.

Lead assembly of quarterly Board reports including coordination with staff stakeholders, proofreading, and document preparation and delivery.

Maintain internal records and assure compliance with Board of Directors by-laws; support orientation for new Directors; serve as "go to" person for Director correspondence.

Craft and distribute frequent communications with Directors and Emeritus Directors that keep them inspired and up-to-date on progress toward the mission. 50% Executive Support and Management:

Complete a broad variety of administrative tasks that facilitates the CEO's ability to effectively lead the organization, including assisting with and managing special projects, maintaining general knowledge of all activities and projects the CEO is involved in, and coordinating with staff on projects/priorities of the CEO.

Serve as a fundraising partner for the CEO, in coordination with the Philanthropy Team, by drafting correspondence, managing the CEO's donor portfolio and moves management process, and updating contacts in Salesforce.

Collaborate closely with the Philanthropy Team attending campaign committee meetings and coordinating on volunteer outreach and management, within the structure of the fundraising campaign.

Plan, coordinate, and ensure the calendar for the CEO is managed effectively.

Work closely with the CEO to keep them well-informed of upcoming commitments and responsibilities, following up appropriately.

Arrange and schedule travel logistics for the CEO and other staff, as needed.

Prepare monthly expense reports.

Conduct research and information gathering on behalf of the CEO and prepare summaries and reports.

Coordinate, create, edit, and distribute both internal and external correspondence on behalf of the CEO.

Administer activity for executive social media accounts.

Develop positive and strategic relationships at all levels of the organization. QUALIFICATIONS:

Required:

Enthusiasm for and positive representation of American Prairie's mission, values, goals, and culture.

3-5+ years of experience in the same or similar position.

Experience working with a non-profit organization.

Exceptional project management experience.

Ability to work autonomously and take initiative.

High degree of energy, self-motivation, and flexibility.

Ability to multitask, meet tight deadlines, work well under pressure, and handle multiple simultaneous responsibilities.

Discrete and able to handle confidential information.

Ability to exercise good judgment in a variety of situations.

Exceptional time-management, planning, and administrative skills.

Advanced written and spoken communication and administrative skills; excellent interpersonal skills.

Demonstrate a high level of diplomacy, sound judgment, and discretion when dealing with donors, volunteers, and community professionals.

Exceptional attention to detail and organizational skills.

Excellent computer skills and proficient in G Suite, Keynote, and Adobe Creative Suite (Photoshop, InDesign) and other related software.

Able to work a variable schedule, including weekends, evenings as the job deliverables demand.

Ability to travel to special events, site visits, and staff off-sites as needed.

Valid driver's license, acceptable driving record, and ability to drive including in the field. Preferred:

Philanthropy experience.

Experience with Salesforce.

Bachelor's degree.