Operations Director

Position Overview:

The Operations Director is supervised by and works closely with, the Executive Director/CEO (ED/CEO). The Operations Director (OD) will lead in maintaining, developing and implementing organizational, business and financial systems, and managing the ESLT office in Bishop, CA. As the administrative hub for ESLT, the OD supports ESLT team members, plays an important role in all of ESLT’s programs by assisting when requested, and supports and maintains strong community, donor and partner relationships. 

Key Responsibilities:

Business Operations and Administrative Support

ED/CEO and BOD Support:

• Provide high-level support to ED/CEO and assist with special opportunities.
• Provide high-level support to the BOD and Committees upon direction from the ED/CEO, including compiling and distributing materials for BOD meetings; maintain meeting records, and onboarding new BOD, Advisory Council and Committee Members.
• Work with the ED/CEO to lead the implementation of the ESLT’s Strategic Plan, including planning for sustainable organizational success.

Business Operations:

• Lead day-to-day office operations including staffing front desk, respond to general inquiries via walk-in visitors; [email protected], phone calls; handle incoming inquiries; distribute mail.
• Collaborate with ED/CEO to maintain, establish, review, update, and implement internal processes and procedures in accordance with applicable laws.
• Manage the Compliance Calendar and CA and NV regulatory state and charitable filings; deadlines, and all staff-accessible calendars with Google.
• Ensure proper filing and archiving of all organizational documents.
• Manage all organizational insurances with risk management.
• Track staff PTO and Professional Development and report quarterly to ED/CEO.
• Schedule and assist with the facilitation of meetings, trainings, and outings.
• Lead vehicle maintenance and manage records.
• Help to maintain a healthy, happy and efficient work culture.
• Assist with events, including but not limited to, preparation, participating day of the event and assistance with cleanup/breakdown.

Office Management & Technology:

• Ensure that ESLT has a safe, clean, healthy, and professional work environment with adequate technology, supplies, and other resources for staff to perform their duties.
• Run errands as needed such as supply purchases, mail, bank deposits, and other off-site tasks; organize materials, food, and venue for meetings as requested.
• Act as “on-call” first responder for property issues at the ESLT headquarters.
• Provide first line of assistance to resolve technology issues and supervise contract IT support provider; Evaluate technology and other equipment needs on an annual basis.

Financial Management

• Manage and reconcile staff timesheets and PTO requests; submit to bookkeeper on schedule.
• Manage and reconcile charge cards, bill payments and tracking; provide materials and reports to Bookkeeper and ED/CEO in timely and organized manner.
• Support ED/CEO in development and tracking of annual budget.
• Lead annual audit and IRS Form 990 filing with bookkeeper and auditor.
• Lead Grant Compliance and Management, including tracking income and expenses, assisting with budget development, invoicing, and updating Grant Calendar with important deadlines.

Human Resources:

• With the ED/CEO lead human resources by maintaining, updating and implementing all HR policies and procedures in accordance with Land Trust Alliance Standards and Practices and CA and federal requirements; ensure compliance across the organization. This includes (but not limited to) providing necessary forms, documents and trainings to staff, board and volunteers in accordance with CA laws, including payroll, vacation, sick and remote work request, Simple IRA, health insurance, and ESLT policies and procedures.
• Support hiring, recruitment, onboarding and orientation of new staff, volunteers, and interns.