Executive Operations Manager

1 week ago

Toronto, Canada World Federation of Chiropractic Full time

Reporting to the Secretary-General, the Executive Operations Manager plays a pivotal role in ensuring the efficient operation of the WFC Secretariat by providing high-level administrative and secretarial support. As a senior administrative role, the Executive Operations Manager manages key operational functions, facilitates communication between the Board, Secretariat, and external stakeholders, and oversees complex scheduling and correspondence tasks. The role demands professionalism, discretion, and the ability to work autonomously in a dynamic, international environment.

**Primary Duties and Responsibilities**:
The Executive Operations Manager’s duties encompass a wide range of senior-level administrative tasks, including:
**Executive Support and Office Management**
- Manage the daily operational and administrative activities of the Secretary-General, including calendar management, prioritizing and responding to incoming requests, and coordinating the flow of work.
- Act as the primary point of contact for the Secretary-General’s office, screening communications and addressing inquiries with professionalism and confidentiality.
- Organize and maintain office operations, ensuring all systems and procedures support the WFC’s operational goals.

**Senior Administrative Functions**
- Draft and edit correspondence, reports, presentations, and other documents for the Secretary-General and Board, ensuring accuracy and a professional tone.
- Prepare and organize materials for Board meetings, including the drafting of agendas, minutes, and reports, and ensuring follow-up on action items.
- Oversee the coordination of logistics for key events, including meetings, workshops, educational seminars, and biennial Congresses.

**Communication and Stakeholder Liaison**
- Working alongside the marketing and communications officer, handles internal and external communications, maintaining effective and timely dialogue between the Secretariat, Board, Constituent Members, and external partners.
- Handle sensitive and confidential information with discretion, particularly in relation to human resources, financial matters, and Board activities.
- Represent the WFC in interactions with key stakeholders, ensuring the organization’s professionalism is upheld in all engagements.

**Travel and Event Coordination**
- Coordinate all aspects of the Secretary-General’s travel, including itineraries, accommodation, and expense reporting. Prepare trip reports and follow up on related administrative tasks.
- Support the organization of international events, including site inspections, preparing logístical arrangements, liaising with vendors, and coordinating participant communications.
- Ensure smooth running and coordination of logistics, meeting space, catering and social event planning during onsite meetings and events.

**Supervision and Team Leadership**
- Oversees the work of any administrative support staff, providing mentorship and ensuring that tasks are completed to a high standard.
- Collaborates with the Finance and Administration Manager on procurement, ensuring budgetary compliance and efficiency in office supply management.
- Convene regular meetings with Secretariat staff to promote collaboration, encourage problem-solving, and foster a team-oriented work environment.

**Board, Committee and Governance Support**
- Assist in the preparation of Board and committee meeting materials, including agenda setting, distribution of documentation, and ensuring continuity from previous meetings.
- Ensure the Board is kept informed of the Secretary-General’s schedule and any pertinent issues related to governance or operations.
- Coordinate the work of committees and ad hoc working groups, drafting terms of reference and overseeing the management of related documentation.

**Information Management and Research**
- Maintain accurate and organized filing systems for all WFC records, both digital and physical, ensuring accessibility and compliance with regulatory requirements.
- Conduct research and compile information as requested, supporting the development of reports, briefing papers, and presentations.

**Skills and Qualifications Required**
- University degree, preferably in business administration or a related field.
- 8-10 years of experience in a senior administrative or executive support role.
- Proven experience managing complex scheduling, travel arrangements, and meeting coordination at an executive level.
- Expertise in drafting high-level reports, agendas, and minutes.
- Strong organizational skills with the ability to manage multiple tasks, priorities, and deadlines.
- Exceptional communication skills, both written and verbal, with a high level of professionalism.
- Ability to handle confidential information with discretion and integrity.
- Advanced IT skills, including proficiency in Microsoft Office (Word, Excel, PowerPoint) and website administration.
- Demonstrated ability to interact effectively with indi

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