Director of Executive Office Operations

Position: Director of Executive Office Operations
Location: AMC HQ, 10 City Square
Reports to: John Judge, President & CEO

Summary: The Director of Executive Office Operations, for the President & CEO, (“DEOO”) is a key member of the AMC team - comfortable in both forward-facing and prominent roles and working magic behind the scenes. Understanding the nuances and demands of an active and committed Executive team will help the DEOO excel.

• Supports the President & CEO with development/fundraising matters
• Project management of events and key initiatives
• Executive office management
• Acts as communications and coordination liaison for the President & CEO with the Board of Directors and AMC’s Leadership Team

There will be days when the DEOO will have to climb hypothetical mountains and if willing, real ones too! Interest in the outdoors and the pursuit of AMC’s mission is core to our employees.

Primary responsibilities:
• Represent the President & CEO, and therefore AMC, in communications with members of the Board of Directors, committees of the board, donors, government leaders, volunteers, and others. With discretion and persistence, assist the President in setting up meetings with key supporters or potential supporters. Contribute to prospect management meetings. 
• Organize all aspects of Board of Directors meetings including the annual Board retreat (logistics, materials, food and lodging) and Committee meetings (Executive, Finance, Audit, Investment, Compensation, Nominating and potentially others).
• Coordinate the annual Business Meeting and dinner program for AMC’s Annual Meeting. 
• Similarly, coordinate all aspects of monthly Leadership Team meetings; take and distribute minutes and coordinate the follow up of action items.
• Integrate executive office donor communications / relations in Salesforce; also manage the CEO’s Salesforce ticklers and assist CEO with execution of follow-up tasks.
• Draft and at times review letters, email responses, memos, agendas, and other materials on the CEO’s behalf.
• Manage the budget, expense control, credit card accounting, and timecard reporting for AMC's Executive Department. 
• In conjunction with and support of AMC’s CFO, maintain a working knowledge of key outside relationships to facilitate communications and project coordination. Assume management responsibility for certain special projects relating to AMC governance, administration, and internal control as assigned. 
• Maintain and manage key corporate records for the organization and coordinate certain governance practices including compiling minutes of the Board and primary governance committees of the Board, Board disclosure statements, significant legal agreements, correspondence, policy statements, certain compliance records, etc. 
• Maintain files and records which often contain information of a confidential nature. 
• Assist with the onboarding of new Board members.
• Participate in various Board and staff committees on behalf of the Executive Office as directed.

• Manage the President & CEO’s schedule—balancing travel, meetings with staff, board, and volunteer leaders, and other demands. Prioritize requests and ensure the President’s time is used effectively and efficiently toward fulfilling AMC’s mission.
• Think innovatively and use available technologies and tools to ensure high-quality professional operations in the office of the President & CEO. 
• Coordinate aspects of other important meetings from location, facility, lodging, and transportation to creating the preliminary agendas and support materials. 
• Receive, screen and handle telephone calls, incoming mail, and other correspondence and provide other administrative services as needed. 
• Maintain files and records which often contain information of a confidential nature. 

Qualifications & Experience:
• A Bachelor of Arts or Science degree or equivalent experience. 
• Five years or more of successful experience supporting a senior executive or with project and/or operations management with a non-profit organization. 
• Outstanding attention to detail, editing, and proofing skills and a facility for coordinating complex tasks with precision. 
• Ability to multi-task and to work independently. 
• Excellent interpersonal, time management and organizational skills. 
• Confidence along with the ability to collaborate. An aptitude for redirecting lower priority requests in a friendly manner while insisting upon timely completion of higher priority tasks for the leadership. 
• Event planning experience preferred. 
• A commitment to AMC and its mission along with a sincere interest in helping the organization and its leadership succeed. 
• Experience in or appreciation of the outdoors. 
• An interest in working within a friendly, relaxed atmosphere where a sense of humor is appreciated alongside a commitment to meeting the highest standards of professionalism.
• An ability to manage confidential or sensitive matters with discretion and tact, and exercise sound judgment.
• Experience with Microsoft Office including PowerPoint presentations and other office software systems required.
• Familiarity with Salesforce or similar CRM system and its purposes.

To Apply: Please include your resume and a cover letter when applying via our website at No phone calls, and direct applicants only, please.

The Appalachian Mountain Club has zero tolerance for child abuse or placing children in danger. The AMC requires all employees who work in a program or facility which serves children, disabled persons, or the elderly to have a criminal background record check performed on their name annually with employment contingent upon satisfactory results.

Applicants from diverse backgrounds are encouraged to apply. The Appalachian Mountain Club is an Equal Opportunity Employer and welcomes diversity in the workplace. The AMC encourages the involvement of all people in its mission and activities, through its membership, programs, policies, and procedures. Our goal is to be a community that is comfortable, inviting, and accessible for people of any age, gender, race, religion, ethnicity, ability, sexual orientation, or socioeconomic status. Join us!

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