Executive Operations Manager – Engineering & Physical Plant

Job Requirements

Starting Salary: $85,000 yearly

About the Role

The Facilities Support Manager is a vital partner to leadership, driving the smooth and efficient operation of engineering and facilities functions. This role blends high-level administrative support with operational coordination, serving as the central hub for communication, scheduling, and departmental organization. Supporting the VP for Engineering and Physical Plant and leadership team, this position manages priorities, streamlines processes, and ensures accuracy in reporting and financial tracking. It also provides supervision to administrative staff, fostering a high standard of service and collaboration.

Responsibilities

• Consistently represents the Executive Team, conveying the highest standards of professional appearance, discretion, communications, and service.
• Administratively supports leaders in all aspects of day-to-day operations including heavy calendar management, internal and external invoice and mail processing, maintenance/facilities requests, scheduling interdepartmental meetings and general office management functions.
• Acts as first point of contact for leadership staff and team members in providing administrative services, scheduling coordination, and resolving problems related to operational issues.
• Works collaboratively with all leaders, staff, and support services to streamline operations and use resources efficiently.
• Directly supervises administrative staff members, including assigning work, providing guidance and training, monitoring performance, and ensuring administrative priorities are aligned with departmental and leadership needs.
• Schedule and coordinate meetings involving multiple executives, internal teams, and external stakeholders, including preparation of meeting materials and logistics.
• Submit and track maintenance, facilities, and service requests.
• Uses strong independent judgment decision-making skills to control situations that would otherwise require input of the VP for Engineering and Physical Plant.
• Maintains open communication with the VP and appraises the VP of ongoing challenges, issues that need immediate attention, and any important or time-sensitive matters.
• Manages the calendar and standard correspondence for the Leadership team and proactively communicates schedule changes and responses to inquiries, with the goal of providing a high level of service in a timely manner to those interacting with the Leadership team.
• Maintains effective filing and organization for department and can locate and produce key documents and information upon request.
• Prepares meeting agendas, operating reports, records meeting minutes as needed or assigned; proactively follows up on action items from staff to ensure follow-through on action items.
• Exercises exceptional discretion and judgement in handling financial and personnel matters and sensitive information.
• Under the direction of the VP for Engineering and Physical Plant, assist with producing and managing the annual operating budget; supports reviews of labor and expense reports, provides regular analysis, and escalates variances for review.
• Prepares and processes department-specific invoices and accurately tracks financial expenditures.
• Accurately transcribes dictated memorandums, letters, and other correspondence.
• Promptly distributes memorandums, reports, and other correspondence to appropriate staff, maintaining up-to-date distribution lists of all management, vendors, and key customers.
• Prepares weekly departmental summary reports with input from all departmental leaders as requested by the VP.
• Completes additional projects as requested by the Leadership team.

Qualifications

• Minimum of five years’ experience in providing administrative support to multiple senior leadership positions in a large, complex organization.
• Previous Supervisory or project management experience preferred.
• Ability to effectively draft written communications, reports, and analysis with grammatical accuracy and attention to detail.
• Exceptional professional judgment and discretion in handling sensitive information including financial, personnel, and all forms of confidential data.
• Demonstrates exceptional PC skills with knowledge of Microsoft Office (Word, Excel etc.) or related desktop software.
• Exceptional organizational and record-keeping skills.
• Ability to prioritize tasks and maintain poise while managing multiple functions and requests.
• Excellent documentation and transcription skills.
• Strong organizational skills with exceptional attention to detail and the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• High level of professionalism, judgment, and strong customer service orientation.
• Availability to work evening and weekend hours on occasion as business needs dictate.
• Ability to stand/walk for long periods of time and lift up to 11 - 20 pounds.

Benefits

• Paid weekly
• Variety of schedules
• Paid time off
• Tuition assistance
• Career-building professional development
• Discounts from dining to fuel to concerts
• Team Member appreciation events
• Quality healthcare and dental benefits
• A robust 401(k) retirement plan
• Dealer School
• Finance Scholarship Program

Why Choose Turning Stone Enterprises?

• Comprehensive medical, dental, and vision plans
• Life insurance
• Work-life balance support including paid time off, paid holidays, and team member assistance programs
• Wellness programs
• Onsite medical center
• Training programs
• Complimentary shuttles
• Career development initiatives

What We Value

• Positivity
• Growth Opportunities
• Empowerment