Director of Executive Office

Title: Director of the Executive Office

Executive Support, Board Liaison & Capital Campaign Coordination

Reports to: President and CEO

About Butterfly Pavilion:

At Butterfly Pavilion, we transform the way people think about invertebrates. Butterfly Pavilion is the first stand-alone, Association of Zoos and Aquariums accredited non-profit invertebrate zoo in the world and a leader in invertebrate knowledge, inspiration and connection. Butterfly Pavilion exists to foster an appreciation of invertebrates by educating the public about the need to protect and care for threatened habitats globally, while conducting research for solutions in invertebrate conservation. Whether it is providing unique, hands-on learning experiences in our exhibits and educational programs, conducting new research that sets the standard for zoos across the country or building innovative solutions for species and habitat conservation in countries around the world, Butterfly Pavilion is leading the way in ensuring invertebrates are protected for the future.

Our Core Values are a large part of who we are as an organization:

• Make Science Cool
• Love What You Do
• Go Above and Beyond
• Lead Change
• Know Your Stuff
• Be Positive
• Welcome All

These aren't just words, but words to live by here at Butterfly Pavilion.

FLSA Status & Classification: Exempt | Full-Time

Work Schedule: Onsite, with occasional hybrid remote opportunities | Monday through Friday | 5 days/week | Occasional weekends/evenings as required.

Starting Salary: $70,000 - $80,000

Benefits:

• Medical, Dental, Vision, Basic Life/AD&D, LTD, STD, and Employee Assistance Program
• Voluntary Life, ID Shield, Legal Shield, and Pet Insurance plans available
• Retirement Savings 401(k) Plan with employer match
• Paid holidays, vacation, sick time
• One personal holiday per year and anniversary paid day off during the month of anniversary
• Butterfly Pavilion Membership and 25% Gift Shop discount

Position Summary:

The Director of the Executive Office serves as a strategic partner to the President & CEO and ensures the smooth, coordinated functioning of the Executive Office, Board of Directors, and major institutional initiatives. This role manages high-level executive operations, supports organizational alignment, and acts as the primary liaison to Butterfly Pavilion’s Board- facilitating communication, governance processes, and committee coordination.

The Director plays a key role in Butterfly Pavilion’s capital campaign, collaborating closely with the City of Westminster to renovate the current facility and develop a new, expanded campus, while maintaining strong knowledge of project documentation, resources, and historical context. In addition, the Director supports the CEO and campaign leadership by coordinating donor meetings, tracking progress, preparing materials, and ensuring information flows accurately and efficiently across internal and external stakeholders. This individual represents the CEO’s office with professionalism, judgment, and deep commitment to Butterfly Pavilion’s mission, culture, and values.

Essential Functions and Responsibilities:

Executive Office Leadership

• Manage day-to-day operations of the Executive Office, ensuring the CEO’s time, priorities, and commitments align with organizational goals.
• Prepare briefings, agendas, talking points, reports, and follow-up actions for internal and external meetings.
• Support cross-departmental communication, project tracking, and annual organizational planning.
• Anticipate needs, remove obstacles, and ensure the CEO is fully prepared for all engagements.
• Serve as the primary liaison between the CEO and the Executive Team, coordinating communication, priorities, and follow-through across senior leadership.
• Plan, facilitate, and manage Executive Leadership Team meetings, including agenda development, materials preparation, and follow-up across departments.

Board Governance & Liaison Responsibilities

• Serve as the primary staff liaison to the Board of Directors and its committees.
• Coordinate board and committee meeting logistics, schedules, agendas, and materials.
• Develop and prepare board and committee agendas and board decks, collaborating with the CEO on final edits and updates prior to meetings.
• Ensure alignment between the CEO, Board Chair, and committee chairs through consistent communication and preparation.
• Support director onboarding, governance documentation, annual goal setting, and board cycle planning.
• Maintain accurate and timely minutes, governance records, and adherence to bylaws and board practices.
• Partner with staff liaisons to ensure committees operate efficiently and are prepared for quarterly board reports.

Capital Campaign Coordination & Support

• Partner with the CEO, the VP of Development, and campaign leadership to support campaign operations and donor engagement.
• Coordinate donor meetings, confirmations, follow-up tasks, and relationship tracking.
• Prepare campaign briefing materials, donor research packets, meeting agendas, and stewardship documents.
• Maintain organized and accurate campaign documentation and records in alignment with development best practices, reporting needs, and confidentiality standards.
• Track donor movement, gift commitments, campaign milestones, and project timelines in partnership with Development.
• Support coordination with external partners including architects, city officials, consultants, foundations, and campaign committee members.
• Ensure campaign activity is fully integrated into CEO scheduling, communication, and strategy.
• Maintain confidentiality and handle sensitive donor and board information with the utmost discretion.

Operational Excellence & Communication

• Draft CEO correspondence, internal memos, board updates, and key stakeholder communications.
• Uphold a high standard of professionalism, accuracy, and clarity in all materials produced by the Executive Office.
• Serve as a warm, trusted representative of the CEO’s office to staff, Board of Directors, donors, partners, and the public.
• Support organizational special projects and cross-functional initiatives as assigned by the CEO.

Position Qualifications and Experience:

• 5–8 years of progressive experience supporting senior executives, leading projects, or managing operations.

• Experience working with a Board of Directors or governance structure preferred.

• Strong communication, writing, and relationship-building skills.

• Exceptional organizational and project management abilities, including managing multiple priorities and deadlines.

• Experience supporting fundraising or campaign operations (preferred but not required).

• High degree of emotional intelligence, discretion, and professionalism.

Work Environment / Physical Requirements:

While performing the responsibilities of this position, these work environment characteristics are representative of the environment the position will encounter. Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of this position.

At Butterfly Pavilion, the employee is occasionally exposed to moderate to loud environmental noise for extended periods of time.

While performing the responsibilities of this position, the employee is required to talk and hear. The employee is often required to sit and stand, use their hands and fingers, to handle/feel/grasp. The employee is occasionally required to reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision. Employee should be able to lift, carry and items up to 30 lbs.

How to Apply:

Butterfly Pavilion is an Equal Opportunity Employer and encourages people of all backgrounds to apply for open positions and does not discriminate on the basis of race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty or veteran status.

Applicants must submit a Resume and Cover Letter.

Position is open until filled. No phone calls or drop in's please.