An Operations Supervisor manages daily operations and activities for a company or organization. Primarily involved in supervising and coordinating the activities of front-line employees such as monitoring work progress, providing training, and ensuring compliance. Has authority over the work of their team members but typically reports to higher-level management.
The Executive Director of Programs & Operations role combines senior‑level executive leadership with hands‑on program management to support the operations, governance, and scientific programming of one of AIM's nonprofit scientific association client-partners. This role includes Executive Committee support, staff and committee oversight, financial reporting, annual meeting management, and direct coordination of program logistics, communications, and volunteer engagement. The role works closely with volunteer leadership, members, and staff to advance the Society's mission and deliver high‑quality programs, publications, and events.
Essential Duties and Responsibilities:
Executive Responsibilities Support Society leadership in fulfilling the Society's mission and strategic plan. Keep the board fully informed of Society operations, financial conditions, and influencing factors. Partner with the Treasurer and leadership on annual budgeting to ensure priorities are met. Work with Society leadership and accountant to provide detailed monthly, quarterly, and annual financial reporting. Ensure adherence to budget and audit guidelines and maintain fiduciary responsibility. Build strong working relationships with investment brokers, bankers, auditors, and other financial entities to ensure consistent oversight of Society financial accounts. Build morale among staff and volunteers and foster a collaborative, mission‑driven culture. Manage communications, publications, and email marketing, produce and proofread content, and collaborate with AIM's creative team on branding and promotional materials. Oversee the development of the annual meeting program, including scientific content, registration, exhibition, exhibit hall, and special events. Provide leadership to staff and committees to execute plans and policies authorized by Society leadership. Maintain a climate that attracts, retains, and motivates a diverse, high‑quality team. Organize Officer planning meetings and manage governance materials, bylaws, and election processes. Support Society committees and component groups to help them fulfill their objectives. Serve as the business contact for the Society's journal partner(s). Conduct official correspondence and execute documents in compliance with bylaws. Establish and maintain cooperative relationships with national and international organizations. Program & Committee Responsibilities Coordinate communication, promotion, and implementation of meetings and educational activities. Manage component groups and committees including Program, Scientific Advisory, Local Organizing Committee, amongst others. Prepare grant submissions, fundraising letters, and program materials. Lead speaker management for the annual World Summit. Support travel fellowship and award applicants; maintain award records. Track undergraduate program participants and assist with travel and reimbursements. Administer surveys and report participation results. Support committee SOPs, meetings, minutes, and documentation. Manage logistics for virtual and in‑person events, including audiovisual and room requirements.
Reporting Relationships and Supervisory Responsibilities:
Reports to the President and CEO.
Supervisory responsibilities:
3-5 direct and indirect reports.
Education and Experience:
Bachelor's degree or equivalent work experience. CAE preferred. 8-10 years of nonprofit senior management experience including committee management. Supervisory experience with teams of three or more.
Knowledge, Skills, and Abilities:
Experience in scientific nonprofit organization or the scientific community strongly preferred. Demonstrated financial management and budgeting experience. Hands‑on experience managing annual meetings, publications, and complex projects. Exceptional written, verbal, and facilitation skills. Advanced Microsoft Office skills; familiarity with project management and collaboration tools. Strong interpersonal skills, integrity, and decision‑making ability. Entrepreneurial spirit and ability to identify creative solutions. Ability to prioritize issues and embrace change.
Physical Requirements and Work Environment:
Hybrid work environment with flexible scheduling. Primarily computer‑based work with prolonged periods of sitting. Ability to lift up to 30 lbs. and navigate meeting facilities. Occasional evening and weekend work. Domestic and international travel up to 10%.
Salary & Benefits:
The starting salary for this position depends on the depth and breadth of experience. As a full-time employee this position is eligible for benefits a package including the following: 100% employer paid: employee health insurance, dental, vision, life insurance, short and long-term disability insurance, vacation, holidays, personal holidays, sick leave, parental leave, and volunteer time off.
Additional benefits:
flexible spending accounts, health reimbursement account with partial employer funding, tuition reimbursement plan, flexible work schedule, wellness plan, stock options, 401(k) retirement plan with employer match up to 4%, legal services, and supplemental insurance products.
Pay:
$85,000.00 - $100,000.00 per year
Benefits:
401(k) 401(k) matching Dental insurance Employee assistance program Flexible schedule Flexible spending account Health insurance Health savings account Life insurance Paid time off Parental leave Professional development assistance Retirement plan Tuition reimbursement Vision insurance
