Manager, Operations and Executive Support.
Position Details
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Position Purpose
To manage project intake, workflow coordination, and operational processes for the Office of Communications while providing high-level executive support to the Senior Vice President for Communications. This position serves as the operational hub for the office, ensuring efficient distribution of work across specialists, maintaining systems and processes, and enabling the SVP to focus on strategic priorities. The role requires exceptional organizational skills, discretion, and the ability to work effectively across all levels of the organization.
Key Accountabilities
- Operations and Workflow Management
Manages the editorial project intake system, triaging requests from Communications Partners, Office of Communications leads, and campus stakeholders.
Coordinates workflow distribution across content creation and distribution teams based on capacity and priorities.
Facilitates weekly editorial planning meetings; prepares agendas, tracks action items, and ensures follow-through.
Briefs content and distribution leads on incoming priorities and resource allocation needs.
Maintains the shared editorial calendar and project tracking systems.
Monitors project timelines and flags potential conflicts or resource constraints.
Develops and maintains standard operating procedures for office workflows.
Generates regular reports on project status, capacity utilization, and operational metrics. - Executive Support to the SVP
Manages the SVP’s calendar, including scheduling meetings, resolving conflicts, and ensuring appropriate preparation time.
Coordinates travel arrangements and prepares detailed itineraries.
Prepares briefing materials, talking points, and background documents for meetings.
Drafts and edits correspondence on behalf of the SVP.
Serves as primary point of contact for the SVP’s office, exercising judgment in prioritizing requests.
Coordinates logistics for leadership team meetings, retreats, and special events.
Handles confidential and sensitive information with discretion.
Tracks and follows up on action items from senior leadership meetings. - Administrative and Office Management
Supports onboarding logistics for new staff members.
Manages office supplies, equipment requests, and space needs.
Maintains office documentation, SharePoint sites, and shared resources.
Assists with budget tracking and expense processing.
Qualifications
- Education and Years of Experience
Bachelor’s degree or equivalent combination of education and experience
- Skills, Knowledge, and Abilities
Minimum of 5 years of progressively responsible experience in operations, project management, or executive support
Demonstrated experience managing complex workflows and coordinating across multiple teams
Experience supporting senior executives in a fast-paced environment
Proficiency with project management tools and Microsoft Office Suite
Exceptional organizational skills with strong attention to detail
Excellent written and verbal communication skills
Ability to manage multiple priorities and meet deadlines in a dynamic environment
Strong interpersonal skills and ability to work effectively with diverse stakeholders
Sound judgment and discretion in handling confidential information
Proactive problem-solving approach with ability to anticipate needs
Collaborative mindset with ability to build relationships across organizational boundaries - Preferred Qualifications
Experience in higher education or communications/marketing environment
Familiarity with project management methodologies
Experience with workflow management software
Background in editorial or content operations