Director of Administration and Operations

Description

POSITION SUMMARY

The Director of Administration and Operations leads board governance and administration across the organization's multiple entities, including preparing and disseminating board materials, attending board and committee meetings, preparing official meeting minutes, maintaining governance records, and serving as the primary point of contact for board and committee administration. The role also provides operational oversight of IT and facilities, coordinates cross-functional projects and organizational initiatives, and supervises the administrative support team. Success in this role requires strong organizational and interpersonal skills, sound judgment, attention to detail, and a demonstrated ability to collaborate effectively across teams and departments. This role reports directly to the President/CEO and is based in the Raleigh, NC office.

This position follows a hybrid work schedule of at least two in-office days at our Raleigh, NC office.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Lead the organization’s board governance and board liaison function across the League and its affiliated entities, supporting multiple Boards of Directors. Oversee the annual board election and delegate credentials process and coordinate all governance‑related logistics, materials, and administrative requirements for Board and committee meetings.
• Own the accuracy, timeliness, and integrity of board and committee materials. Attend Board and committee meetings and prepare official meeting minutes, with backup note‑taking support from the administrative team.
• Serve as the centralized point of contact for the President/CEO on administrative and operational matters, coordinating across departments and providing regular updates to the President/CEO and Executive Team on operational priorities, projects, and organizational needs.
• Provide operational oversight and coordinate project management for cross‑functional initiatives, including IT projects and the annual dues process.
• Coordinate core internal business systems and databases (e.g., AMS/CRM platform, project management tools, shared file/document storage) with appropriate departments to support data integrity and accessibility.
• Serve as the primary point of contact for CCUL's IT vendors, hardware/software providers, managed service providers, telecommunications, and cybersecurity partners, coordinating service needs and escalations with appropriate departments.
• Monitor IT vendor contract and license terms and renewal timelines, flagging upcoming renewals or issues to counsel or the appropriate vendor owner/manager for review and decision‑making.
• Own facilities management for both the NC and SC offices, including landlord/lease relationships, office maintenance, and facility‑related vendors (cleaning, security systems, printers/copiers).
• Coordinate space planning, office moves, or renovations, and help maintain emergency preparedness and business continuity procedures for both sites, in partnership with appropriate departments.
• Support the development and implementation of operational policies and procedures, and monitor budgeting for technology, facilities, and vendor contracts, flagging variances or concerns to the CEO as appropriate.
• Directly supervise administrative support staff, delegating administrative responsibilities — including calendar, travel, and expense support for the executive team — and directing administrative support to other departments as capacity allows.
• Support planning and logistics for organization‑wide initiatives, including the annual staff meeting, board meetings, and major events.

NOTE:

The list of essential functions is not exhaustive. It may be supplemented as necessary from time to time.

SKILLS/ABILITIES

• Working knowledge of board governance processes (dues, delegate credentials/board elections, meeting administration) and Robert's Rules of Order, or ability to learn quickly.
• Sound judgment and discretion, with the ability to operate autonomously within established organizational guidelines and handle confidential and sensitive information.
• Strong coordination and project management skills, with the ability to manage multiple concurrent priorities across two office locations and various departments.
• High attention to detail, particularly when communicating with CEOs and industry partners on dates, figures, and other sensitive details.
• Strong vendor relationship and contract awareness skills, including the ability to track renewal timelines and flag contracts for review by counsel or the appropriate vendor owner.
• Working knowledge of IT infrastructure, systems, and cybersecurity fundamentals sufficient to coordinate vendor relationships (does not require hands‑on technical/IT support skills).
• Supervisory skills to manage administrative staff on a daily basis.
• Excellent written and verbal communication and interpersonal skills, with the ability to interact effectively with board members, executives, staff, and external vendors/partners.
• Comfort with budgeting and basic financial tracking and reporting.
• PowerPoint, Word, Excel, and Adobe Acrobat skills required.
• Some travel required; ability and willingness to travel periodically between the Raleigh, NC and Columbia, SC offices as needed.

QUALIFICATIONS

• Bachelor's Degree
• 5+ years of progressive experience in operations, administration, executive support, or board/governance support
• Familiarity with CCUL/Carrick structure and function preferred
• Experience supervising administrative or support staff preferred
• Working knowledge of Robert's Rules of Order

SUPERVISORY RESPONSIBILITIES

This position supervises:

• Administrative support staff

PHYSICAL DEMANDS

The physical demands described here 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. While performing the duties of the job, the employee is regularly required to:

• Use fingers to type or use computer, phone, tablet, adding machine, etc.
• Talk to express or exchange ideas
• Hear at normal speaking levels
• Stand, walk, and sit
• Repetitively move wrists, hands, and/or fingers
• Have visual acuity to read, determine accuracy, neatness and thoroughness of work assigned

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. This position adheres to a hybrid work schedule, reporting to the Raleigh, NC office, with occasional travel to the Columbia, SC office. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee is not substantially exposed to adverse environmental conditions. Noise level is low to moderate. Limited, if any, exposure to outside temperatures.

The above information has been designed to indicate the general nature and level of work performed by employees in this position. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job. This job description is not a contract.