Operations and Executive Office Manager

Great People. Great Mission. Great Benefits.
A community driven to find a cure.

With a bold vision of life without brain disease, the American Brain Foundation supports research to help diagnose, treat, and cure brain diseases and disorders that affect one in six people worldwide. Established in 1992 by the American Academy of Neurology (AAN), the world’s largest association of neurologists, the American Brain Foundation shares a headquarters with the AAN in downtown Minneapolis. The American Brain Foundation’s unique partnership with the AAN allows the Foundation to have access to the best and brightest minds to identify and support the most high-risk and high-reward neurologic research.

The AAN’s headquarters, built in 2012, is a beautiful, energy-efficient office in the vibrant Mill District, just steps from the light rail, major bus lines, great parking options, walking/biking paths, and countless dining and entertainment options.

POSITION SUMMARY:

The Operations and Executive Office Manager provides operations management to the American Brain Foundation, including financial management, inventory, IT needs and executive office support of the Executive Director and Board of Directors. In addition, this position provides project management and event coordination to the foundation’s activities at an annual convention of 15,000 neurology professionals which takes place in a different city each year.

ESSENTIAL ACCOUNTABILITIES:

Operations Management
• Supports the development of the annual budget and tracks expenses and forecasts throughout the fiscal year
• Serves as requisition agent for accounts payable
• Produces quarterly scorecard metrics
• Develops, configures, and maintains internal SharePoint site
• Office management includes managing staff meeting calendar and agendas, managing IT requests that impact entire team, oversight of inventory and coordinating the on-boarding of new team members
• Manages all public phone and email inquiries; route to proper staff and/or respond, providing strong customer service to internal and external stakeholders
• Assist and support team with other needs as needed

Annual Meeting
• Serve as project manager for the ABF’s annual activities at the AAN’s 15,000 person annual meeting, prepare and track budget, order booth and signage, oversee shipping
• Coordinate staff, board and awardee schedules and travel to the meeting
• Coordinate ABF advertising and announcements in AAN publications
• Event coordination of special receptions, meetings and events in conjunction with annual meeting including a public facing Brain Health Fair

Board Governance
• Coordinate and distribute meeting notices and materials for meetings of the Board of Directors and Committees
• Manage Board meeting logistics including travel, food, lodging, meeting room, and IT needs, take minutes, track assignments and flag follow-up actions
• Organize annual orientation for new Board members
• Maintain data for all ABF and AAN Board members

Executive Director Support
• Manage calendar and arrange conference calls and other meetings
• Coordinate travel and travel preparation
• Format, proof, finalize and send correspondence

This job description may not cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, activities, and responsibilities may change at any time with or without notice.

QUALIFICATIONS:

Education:
• Bachelor’s Degree in nonprofit management, business administration, finance or related field is required
• Project Management certification is preferred
• Equivalent combination of additional experience beyond the minimum requirement and/or education may be substituted for bachelor’s degree requirement
Experience:
• Minimum of 3 years of experience in office management, event/meeting management, financial management, or executive support preferably in a nonprofit setting is required
• Support for nonprofit Board of Directors is preferred

Additional Knowledge, Skills and Abilities
• Fully proficient in Microsoft Office Suite is required
• Strong customer service skills with excellent communication skills both verbal and written are required
• Strong analytical and problem-solving skills are required
• Ability to handle multiple priorities with strong attention to detail is required
• Ability to handle confidential information is required
• Experience working with SharePoint is preferred
• Experience with fundraising database is preferred
• Need a great team player in a small organization which is frequently “all hands-on deck”

ADDITIONAL POSITION INFORMATION:

FLSA Classification: Exempt
Travel Requirements: Occasional travel required – approximately 5%. Ability to legally travel outside of the United States, particularly but not limited to Canada.
Location: Minneapolis, MN
Schedule: Some evenings and weekends required
Physical Requirements: Standard office setting, with ability to sit for long periods of time, occasional use of stairs; regular use of computer and office equipment, lifting up to 40 lbs. The physical demands 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.

Great Benefits
If our great people, great mission, and great location weren’t enough, we offer great benefits that work as hard for you as you do for us.
• Twenty-two days of paid personal time off (PTO) in the first year
• Twelve paid holidays per year in addition to PTO
• Company contribution equal to 10.5 percent of salary to AAN employee 401K retirement savings account
• Medical insurance
• Dental insurance (free employee coverage)
• Life and AD&D insurance—premiums covered 100 percent by the AAN
• Long-term disability insurance fully funded—covered 100 percent by the AAN
• Short-term disability insurance fully funded—covered 100 percent by the AAN
• ID theft protection
• Travel insurance
• Flexible spending plan
• Tuition reimbursement
• Parking subsidy
• Dry cleaning (free pickup and delivery)
• Wellness offerings (mindfulness courses, yoga classes, walking/running club)
• On-site workout facility

The American Academy of Neurology and American Brain Foundation are equal opportunity employers.

Apply through the American Academy of Neurology’s Employment Opportunities Portal.

Honor your heroes in the fight against brain disease.