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…