Description

Position Summary:
The Executive Operations Manager serves as a trusted strategic and operational partner to the President & CEO. This position combines sophisticated executive operations support with Board governance coordination to ensure the effectiveness of the Office of the President & CEO.
This is not a traditional executive assistant role. The position anticipates needs, identifies emerging issues, and prepares decision-ready information. The successful candidate exercises exceptional judgment, discretion, and initiative, as well as awareness of the environment in which the association and CEO operate so that work can be contextualized internally and externally.

The role requires regular (4 days/week initially) in-office presence to support the President & CEO, Board and executive meetings, external relationships, and responsiveness to priorities.

This position offers meaningful exposure to health care policy and administration through close work with hospital CEOs, board members, and senior stakeholders, supporting strategic initiatives and gaining insight into association and hospital leadership.

Essential Job Duties and Responsibilities:

Strategic Executive Support
• Serve as a trusted partner and extension of the President & CEO, anticipating needs, identifying priorities, and proactively addressing issues that could affect executive effectiveness.
• Strategically manage the President & CEO's calendar, with minimal oversight, by evaluating competing requests, aligning time with priorities, resolving conflicts, and ensuring adequate preparation, travel, and decision-making time.
• Assist in the coordination and preparation of executive briefings, background materials, talking points, and correspondence for meetings, travel, speaking engagements, and external interactions.
• Independently resolve routine executive and organizational matters while exercising sound judgment regarding issues that require the President & CEO's attention.

Executive Operations Coordination
• Coordinate strategic initiatives on behalf of the President & CEO by clarifying expectations, monitoring progress, and ensuring timely follow-up.
• Coordinate Executive Leadership Team meetings, retreats, and planning sessions, including materials, logistics, decision documentation, and action-item tracking.
• Coordinate executive travel, conferences, and external meetings, including itineraries, reservations, briefing materials, and expense reporting.
• Develop and maintain efficient Executive Office systems, workflows, files, templates, and tracking tools that improve effectiveness.

Board Governance & Administration
• Manage administrative and governance details for the Board of Trustees, Executive Committee, Nominating Committee, and other assigned governing bodies.
• Prepare and distribute Board books and committee materials; maintain governance calendars, official records, minutes, resolutions, action items, and required follow-up.
• Support annual governance processes, including committee appointments, Board orientation, meeting calendars, evaluations, and other recurring governance requirements.
• Maintain trusted relationships with Board members, hospital and health system executives, the American Hospital Association, policymakers, community partners, vendors, and other external stakeholders.
• Perform other duties as assigned.

Supervisory: None

Knowledge, Skills and Experience required (unless otherwise noted):
• Bachelor's Degree or equivalent relevant experience
• Minimum of 5 years of progressively responsible experience supporting a CEO, C-suite executive, or senior organizational leader in a complex professional environment
• Intermediate to advanced proficiency of all Microsoft Office Suite products, i.e. Teams, Outlook, Word, Excel and PowerPoint
• Demonstrated experience coordinating Board of Directors or governing body activities, including meeting materials, minutes, records, and follow-up
• Demonstrated success managing complex executive priorities, calendars, travel, confidential matters, and competing deadlines
• Strong written communication skills and experience preparing executive-level correspondence, presentations, and briefings
• Health care, hospital, membership association, nonprofit, government, or public policy experience preferred

Qualifications and Competencies:
• Exceptional judgment, discretion, and confidentiality
• Strategic thinking and strong organizational awareness
• Ability to anticipate needs and act proactively with limited direction
• Executive presence, professionalism, and political acumen
• Ability to influence, coordinate, and drive accountability without direct authority
• Strong project management, prioritization, and follow-through
• Excellent written, verbal, and interpersonal communication skills
• Sound decision-making and analytical problem-solving ability
• Relationship-centered communication and diplomacy with senior stakeholders
• Adaptability, resilience, and composure in a fast-paced environment
• Meticulous attention to detail

Physical Demands / Work Environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Working conditions are normal for a fast-paced office work environment.
• Presentation of technical material in group settings required occasionally.
• Individuals may need to sit or stand as needed.
• Occasional weekend, early morning, or evening work may be needed.

Material and Equipment Directly Used:
• CHA provided laptop with Microsoft Office 365 applications
• Virtual meeting software and hardware
• Copy machine, printer, and standard office equipment

Hiring salary range: $40-48/hour, eligible for full benefit offering
The hiring salary range represents a targeted starting salary based on candidate's experience, education, and/or skill level. The actual starting salary may be more or less depending on individual qualifications and does not represent the position's full salary range.

NOTE: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job. The employee will be required to follow any other instructions and to perform any other duties requested by their supervisor. Nothing in this job description shall create or is intended to create, or shall be construed to constitute a contract of employment, express or implied. Employees are held accountable for all duties of this job.