Manager of Volunteer and Administration

Job Description

Job Title : Manager of Volunteer and Executive Operations

Department : Executive

Reports to : President & Chief Executive Officer (CEO)

Location : Irving, TX

FLSA Status : Exempt

Job Summary :

The Manager of Volunteer and Executive Operations plays a pivotal role in leading association governance, policies and procedures, board initiatives, volunteer committee program management and providing high-level administrative support to the executive leadership team. This position is responsible for overseeing Board, Executive and Governance management along with administrative operations, managing executive schedules, handling complex communications, and coordinating high-priority executive-led projects. Duties also include oversight of several committees and the overall management of the volunteer programs. The Manager of Volunteer and Executive Operations works closely with senior leadership, board of directors, and internal / external stakeholders.

Key Responsibilities :

• Board Support (20%)
• Liaise with the CEO and PPAI Board of Directors and, as necessary PPEF Board of Trustees, to assist in Board Oversight, including meeting logistics (including potential retreats), agenda preparation, documentation and minutes to ensure effective governance support.
• Assist Executive team with Board meeting presentation development, including scheduling of preparation meetings, rehearsals, associated logistics and other.
• Governance Management (10%)
• Monitor organizational compliance with governance policies, bylaws, and legal requirements; collaborate with legal counsel to support regular reviews and updates as needed.
• Continuously assess and improve governance procedures to enhance transparency, efficiency and Board effectiveness.
• Facilitate Board member onboarding, training and communication to promote informed participation and strong governance leadership.
• Volunteer Engagement (25%)
• Develop, implement, and maintain standardized processes and procedures to support volunteer operations.
• Serve as the primary point of contact to ensure clear communication, alignment and adherence to PPAI volunteer processes and procedures.
• Manage the Board Officer Nominations Council process, ensuring protocol is maintained, while organizing the interview process including venue procurement.
• Oversee the annual Leadership Advisory Committee processes to identify and qualify board candidates.
• Govern all volunteer committees and action groups in development of charters, rosters, and policies and procedures
• Guide the Awards Committee with annual selection of award recipients.
• Executive Support (15%)
• Manage and maintain executive calendars, including scheduling meetings and travel, ensuring effective time management and prioritization.
• Act as the primary point of contact for internal and external stakeholders, handling confidential and sensitive information with discretion.
• Assist in the preparation for board meetings, executive presentations, and other high-level functions.
• Maintain a high level of confidentiality regarding all matters related to the executive leadership team, organizational strategy, and sensitive information.
• Event Planning and Coordination (10%)
• Plan and collaborate with PPAI Events team to set up special events, conferences, or senior leadership retreats, including venue selection, logistics, and overall event execution.
• Includes board meetings, and special events as needed (townhalls, strategic planning sessions, leadership, etc.).
• Serve as the main point of contact for Executive and Board members, including coordinating travel and handling event-related communications.
• Employee Enrichment (15%)
• Develop and manage an online company store to be opened on a quarterly basis. Work hand in hand with HR and Finance to ensure staff points and taxes are tracked accordingly.
• Work with HR to coordinate an annual employee recognition event to include venue selection, entertainment, and staff awards.
• Budget and Expense Management (5%)
• Oversee the executive office’s budget, ensuring adherence to financial guidelines and proper allocation of resources.
• Process executive team and board expenses and reimbursements in a timely and accurate manner.

Experience :

Skills :

Preferred Qualifications :

Job Status

Physical Activity

Work Environment

PPAI is an Equal Opportunity Employer (EOE)