administrative operations manager

Defense Holdings, Inc.

Defense Holdings, Inc. (DHi)
 Location: Hybrid (US)
 Employment Type: Full-Time
 Department: Administration / Corporate Services
 Reports To: Director of Administration
 
Company Overview
 
Defense Holdings, Inc. (DHi) is a trusted provider of innovative solutions and mission-critical services supporting U.S. defense, federal, and commercial clients. We are committed to operational excellence, integrity, and delivering results that strengthen national security and organizational performance.
 
At DHi, our people are our greatest asset. We foster a collaborative, performance-driven environment where professionals are empowered to grow, innovate, and make meaningful contributions.
 
Position Summary
 
Defense Holdings, Inc. (DHi) is seeking an experienced Administrative Services Manager to oversee administrative functions and support corporate operations. The ideal candidate will manage office services, coordinate administrative staff activities, and ensure efficient day-to-day operations across departments.
 
This role requires leadership capabilities, strong organizational skills, and the ability to manage administrative programs in a government contracting environment.
 
Key Responsibilities
 
Administrative Operations Management
 
Oversee administrative processes including scheduling, documentation management, and office coordination.
 Develop and maintain efficient administrative procedures and policies.
 Supervise administrative staff and coordinate departmental support activities.
 
Office Services Coordination
 
Manage office resources, supplies, and administrative systems.
 Coordinate meetings, events, and company-wide administrative initiatives.
 Ensure smooth communication between departments.
 
Reporting & Compliance
 
Prepare administrative performance reports for leadership.
 Ensure compliance with internal administrative policies and regulatory requirements.
 Maintain accurate documentation and records.
 
Cross-Functional Collaboration
 
Partner with HR, finance, and operations teams to support company initiatives.
 Assist leadership with operational planning and administrative improvements.
 
Required Qualifications
 
Bachelor's degree in Business Administration, Management, or related field.
 3–5 years of experience in administrative management or operations coordination.
 Proficiency in Microsoft Office Suite and administrative systems.
 Strong leadership, communication, and organizational skills.
 Ability to manage confidential corporate information responsibly.
 
Preferred Qualifications
 
Experience supporting administrative operations within government contracting environments.
 Familiarity with multi-location administrative coordination.
 
Core Competencies
 
Integrity & Confidentiality
 Attention to Detail
 Analytical Thinking
 Interpersonal Communication
 Organizational Skills
 Adaptability & Initiative
 
Work Environment
 
Professional office environment (or hybrid/remote if applicable).
 May require occasional travel.
 Must be eligible to work in the United States.
 Ability to obtain and maintain security clearance may be required.
 
Compensation & Benefits
 
Defense Holdings, Inc. (DHi) offers a competitive compensation package including:
 
Competitive base salary (commensurate with experience)
 Medical, Dental, and Vision Insurance
 401(k) with company match
 Paid Time Off (PTO) and Holidays
 Life and Disability Insurance
 Professional development opportunities
 
Equal Opportunity Employer Statement
 
Defense Holdings, Inc. (DHi) is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other protected characteristics in accordance with applicable laws.

Administrative Services Manager

Exactera

<div>
 
 
 About Us
 
 
 
 Exactera is an AI-first tax technology company transforming how businesses manage corporate tax compliance. We deliver innovative solutions for transfer pricing, indirect tax, and Incentive tax credits; combining cutting-edge AI with deep tax expertise to help finance professionals work smarter, mitigate risk, and turn compliance into strategic insight. Headquartered in Tarrytown, New York, with offices in San Diego and London, and backed by leading investors including Insight Partners and Savant Growth, Exactera serves hundreds of customers worldwide, including some of the world's most recognized brands. We're building the future of finance services by seamlessly fusing technology and human expertise to solve the most complex challenges across the finance function.
 
 
 
 
 
 
 About the Role
 
 
 
 We're looking for a sharp, resourceful, and proactive Office Manager to keep our San Diego office (approximately 10 seats) running smoothly. This is a hands-on role ideal for someone who thrives in a dynamic, small-office setting and enjoys wearing multiple hats. You'll serve as the operational backbone of the office while supporting broader corporate administrative needs. No two days will look the same, and that's what makes this role exciting.
 
 
 
 
 
 
 Responsibilities
 
 
 
 
 Office Operations
 
 
 <ul>
 <li>
 Oversee administrative activities, ensuring a well-organized, efficient, and welcoming work environment
 </li>
 <li>
 Manage office supplies, equipment, and inventory; coordinate with vendors for maintenance and services
 </li>
 <li>
 Provide administrative support to business leaders across the organization as needed
 </li>
 <li>
 Answer and manage the company's main phone line, directing inquiries appropriately
 </li>
 <li>
 Coordinate logistics for internal team meetings, including scheduling, materials, and catering as needed
 </li>
 <li>
 Serve as the primary point of contact for facilities and local service providers
 </li>
 </ul>
 
 
 
 
 
 
 Travel &amp; Expense Management
 
 
 <ul>
 <li>
 Coordinate domestic and international travel arrangements for team members, including flights, hotels, and ground transportation
 </li>
 <li>
 Process and reconcile employee expense reports in a timely and accurate manner
 </li>
 </ul>
 
 
 
 
 
 
 Finance &amp; Vendor Administration
 
 
 <ul>
 <li>
 Reconcile vendor bills and invoices, partnering with the finance team to ensure accurate and timely payments. Excel proficiency is required, and experience with accounting systems and integration tools are strongly preferred.
 </li>
 </ul>
 
 
 
 
 
 HR/Benefits Administration
 
 
 <ul>
 <li>
 Support HR administrative functions
 </li>
 <li>
 Administer benefits enrollment, billing, and account reconciliations
 </li>
 <li>
 Assist with gathering documents and information for HR and benefit audits
 </li>
 </ul>
 
 
 
 
 
 
 Corporate Administration
 
 
 <ul>
 <li>
 Assist with corporate filings, business registrations, and compliance-related administrative tasks across jurisdictions
 </li>
 <li>
 Support leadership with ad hoc administrative and operational projects as they arise
 </li>
 </ul>
 
 
 
 
 
 What We're Looking For
 
 
 <ul>
 <li>
 2+ years of experience in office management, administrative operations, or a similar role
 </li>
 <li>
 Exceptionally organized with strong attention to detail and the ability to manage multiple priorities simultaneously
 </li>
 <li>
 Bright, curious, and resourceful; someone who doesn't wait to be told what needs to be done
 </li>
 <li>
 Comfortable working independently in a small-office environment with minimal supervision
 </li>
 <li>
 Strong written and verbal communication skills
 </li>
 <li>
 Proficiency with common business tools (Microsoft Office Suite, Google Workspace, expense management platforms)
 </li>
 <li>
 Experience with benefits administration, HR processes, or bookkeeping is a strong plus
 </li>
 <li>
 A team-first attitude and willingness to jump in wherever help is needed
 </li>
 </ul>
 
 
 
 
 
 
 What We Offer
 
 
 <ul>
 <li>
 A collaborative team culture with opportunities for career development
 </li>
 <li>
 Ample opportunities to be recognized, build valuable skills, and grow your career
 </li>
 <li>
 A generous vacation policy and paid parental leave
 </li>
 <li>
 Comprehensive health plans with FSA and HSA options
 </li>
 <li>
 401(k) retirement plan
 </li>
 <li>
 Life and disability insurance coverage
 </li>
 <li>
 Supplemental benefits include dependent care savings plan, pet insurance, will preparation, and an employee assistance program
 </li>
 </ul>
 
 
 
 
 
 Exactera is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
 
 
</div>

Office Manager

<div>
 
 
 About Us
 
 
 
 Exactera is an AI-first tax technology company transforming how businesses manage corporate tax compliance. We deliver innovative solutions for transfer pricing, indirect tax, and Incentive tax credits; combining cutting-edge AI with deep tax expertise to help finance professionals work smarter, mitigate risk, and turn compliance into strategic insight. Headquartered in Tarrytown, New York, with offices in San Diego and London, and backed by leading investors including Insight Partners and Savant Growth, Exactera serves hundreds of customers worldwide, including some of the world's most recognized brands. We're building the future of finance services by seamlessly fusing technology and human expertise to solve the most complex challenges across the finance function.
 
 
 
 
 
 
 About the Role
 
 
 
 We're looking for a sharp, resourceful, and proactive Office Manager to keep our San Diego office (approximately 10 seats) running smoothly. This is a hands-on role ideal for someone who thrives in a dynamic, small-office setting and enjoys wearing multiple hats. You'll serve as the operational backbone of the office while supporting broader corporate administrative needs. No two days will look the same, and that's what makes this role exciting.
 
 
 
 
 
 
 Responsibilities
 
 
 
 
 Office Operations
 
 
 <ul>
 <li>
 Oversee administrative activities, ensuring a well-organized, efficient, and welcoming work environment
 </li>
 <li>
 Manage office supplies, equipment, and inventory; coordinate with vendors for maintenance and services
 </li>
 <li>
 Provide administrative support to business leaders across the organization as needed
 </li>
 <li>
 Answer and manage the company's main phone line, directing inquiries appropriately
 </li>
 <li>
 Coordinate logistics for internal team meetings, including scheduling, materials, and catering as needed
 </li>
 <li>
 Serve as the primary point of contact for facilities and local service providers
 </li>
 </ul>
 
 
 
 
 
 Travel &amp; Expense Management
 
 
 <ul>
 <li>
 Coordinate domestic and international travel arrangements for team members, including flights, hotels, and ground transportation
 </li>
 <li>
 Process and reconcile employee expense reports in a timely and accurate manner
 </li>
 </ul>
 
 
 
 
 
 Finance &amp; Vendor Administration
 
 
 <ul>
 <li>
 Reconcile vendor bills and invoices, partnering with the finance team to ensure accurate and timely payments. Excel proficiency is required, and experience with accounting systems and integration tools are strongly preferred.
 </li>
 </ul>
 
 
 
 
 
 HR/Benefits Administration
 
 
 <ul>
 <li>
 Support HR administrative functions
 </li>
 <li>
 Administer benefits enrollment, billing, and account reconciliations
 </li>
 <li>
 Assist with gathering documents and information for HR and benefit audits
 </li>
 </ul>
 
 
 
 
 
 Corporate Administration
 
 
 <ul>
 <li>
 Assist with corporate filings, business registrations, and compliance-related administrative tasks across jurisdictions
 </li>
 <li>
 Support leadership with ad hoc administrative and operational projects as they arise
 </li>
 </ul>
 
 
 
 
 
 What We're Looking For
 
 
 <ul>
 <li>
 2+ years of experience in office management, administrative operations, or a similar role
 </li>
 <li>
 Exceptionally organized with strong attention to detail and the ability to manage multiple priorities simultaneously
 </li>
 <li>
 Bright, curious, and resourceful; someone who doesn't wait to be told what needs to be done
 </li>
 <li>
 Comfortable working independently in a small-office environment with minimal supervision
 </li>
 <li>
 Strong written and verbal communication skills
 </li>
 <li>
 Proficiency with common business tools (Microsoft Office Suite, Google Workspace, expense management platforms)
 </li>
 <li>
 Experience with benefits administration, HR processes, or bookkeeping is a strong plus
 </li>
 <li>
 A team-first attitude and willingness to jump in wherever help is needed
 </li>
 </ul>
 
 
 
 
 
 What We Offer
 
 
 <ul>
 <li>
 A collaborative team culture with opportunities for career development
 </li>
 <li>
 Ample opportunities to be recognized, build valuable skills, and grow your career
 </li>
 <li>
 A generous vacation policy and paid parental leave
 </li>
 <li>
 Comprehensive health plans with FSA and HSA options
 </li>
 <li>
 401(k) retirement plan
 </li>
 <li>
 Life and disability insurance coverage
 </li>
 <li>
 Supplemental benefits include dependent care savings plan, pet insurance, will preparation, and an employee assistance program
 </li>
 </ul>
 
 
 
 
 
 Exactera is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
 
 
</div>

State of Alaska

<div><div><div>This recruitment is exempt from the Hiring Freeze (Administrative Order 358).
ATTENTION ALASKA RESIDENTS!
The Department of Labor and Workforce Development, Division of AVTEC, is recruiting for an 
Administrative Officer 2 located in Seward! 
No Cover Letter Required! 
This position is in the Supervisory Unit (SS) at a Range 19. 
What You Will Be Doing: 
Alaska Vocational Technical Center (AVTEC), a Division of the Department of Labor and Workforce Development, is recruiting for a highly skilled and detail-oriented Administrative Officer 2 who will coordinate and perform professional-level administrative functions in support of AVTEC&rsquo;s operations. The incumbent will provide comprehensive financial, budget, procurement, personnel, and administrative support; evaluate issues involving multiple variables; and develop effective solutions and guidelines to ensure consistent and efficient administrative processes. This position serves as the second-in-command administrative authority for the Division and assumes the responsibilities of the Administrative Operations Manager during absences. The role requires broad knowledge of funding mechanisms, accounting practices, and administrative procedures to conduct accurate analysis, interpret financial activity, and prepare clear summaries that support informed decision-making across the organization. 
 
Our Mission, Values, and Culture: 
The Alaska Vocational Technical Center (AVTEC) trains Alaskans for work in the trades. Our motto is &quot;start a career in less than a year&quot; and the mission is to deliver flexible, accessible and affordable workforce training that is responsive to the dynamic needs of business and industry and serve Alaska's diverse communities. The mission is realized through our day-to-day operations, where staff and instructors collaborate to ensure the success of AVTEC students in completing training and securing employment post-training. 
 
Benefits of Joining Our Team: 
The most significant benefit of being an employee at AVTEC is that you will work within an organization that provides better opportunities for Alaskans. As a member of the staff within a Division of the State of Alaska, you are employed by the State of Alaska and, as such, are offered paid leave accrual, retirement, and health benefits. We believe in a healthy work-life balance and a safe working environment, and we provide opportunities to pursue these daily. 
 
The Working Environment You Can Expect: 
AVTEC is located in Seward, a small and friendly community situated at the head of Resurrection Bay; amenities such as coffee shops, retail stores, and restaurants are all within walking distance of any AVTEC campus, and beautiful nature trails and a great walking and biking path are just steps away from the office door. The working environment and culture are friendly, flexible, and supportive. 
 
Who We Are Looking For: 
We are interested in candidates who possess some or all of the following position specific competencies:<ul><li>
Accountability: Holds self and others accountable for measurable high-quality, timely, and cost effective results. Determines objectives, sets priorities, and delegates work. Accepts responsibility for own actions and decisions. Complies with established control systems and rules.</li><li>
Interpersonal Skills: Shows understanding, friendliness, courtesy, tact, empathy, concern, and politeness to others; develops and maintains effective relationships with others; may include effectively dealing with individuals who are difficult, hostile, or distressed; relates well to people from varied backgrounds and different situations; is sensitive to cultural diversity, race, gender, disabilities, and other individual differences.</li><li>
Problem Solving: Identifies problems; determines accuracy and relevance of information; uses sound judgment to generate and evaluate alternatives, and to make recommendations.</li></ul> 
To view the general description and example of duties for the position, please go to the following link: 
https://www.governmentjobs.com/careers/Alaska/classspecs</div>
<div><h2 class="jobSectionHeader">Minimum Qualifications</h2></div>
<div>Competency Based Minimum Qualifications Instructions: 
This job class uses competency based minimum qualifications. Please ensure your application (through work history, volunteer experience (duties summary), training, education, licenses, certifications, etc.) supports how you have gained the knowledge, skills, abilities, and behaviors (competencies) and that you possess the minimum required competencies for the job class. 
 
Competency Description 
The competency description(s) listed below have been designed to promote a common understanding of the essential elements of the job class. They highlight the more general and customary knowledge, skills, abilities (KSAs), tasks, and behaviors used to describe the competency. They typically list expectations, as opposed to specific tasks, and are to be used only as parameters and guidelines. A competency&rsquo;s description is not intended to exclusively define every KSA, task, and behavior needed to successfully meet the competency, but rather to provide the manager/agency with a broad reference of options as to how an applicant can meet the job expectation. 
 
Minimum Qualifications: 
Any combination of education and/or experience that provides the applicant with competencies in:<ul><li>
Administration and Management: Knowledge of planning, coordination, and execution of business functions, resource allocation, and production.</li><li>
Analytical Thinking/Problem Solving: Uses a logical, systematic, sequential approach to address problems or opportunities or manage a situation by drawing on one&rsquo;s knowledge and experience base and calling on other references and resources as necessary.</li><li>
Budget Administration: Knowledge of the principles and practices of budget administration and analysis; including preparing, justifying, reporting on, and executing the budget; and the relationships among program, budget, accounting, and reporting systems.</li><li>
Financial Management: Prepares, justifies, and/or administers the budget for program areas; plans, administers, and monitors expenditures to ensure cost-effective support of programs and policies; assesses financial condition of an organization.</li><li>
Organizational Awareness: Knows the organization's mission and functions, and how its social, political, and technological systems work and operates effectively within them; this includes the programs, policies, procedures, rules, and regulations of the organization.</li></ul> 
Equivalent to those typically gained by: 
Any combination of preparatory post-secondary education and/or progressively responsible experience providing administrative support to a business or organization, business administration, public administration, finance, banking, accounting, industrial relations, marketing, human resource management, logistics and supply chain management, or a similar business field. 
 
Special Note: 
&ldquo;Competencies&rdquo; means a combination of interrelated knowledge, skills, abilities, and behaviors that enable a person to act effectively in a job or situation. 
 
&ldquo;Typically gained by&rdquo; means the prevalent, usual method of gaining the competencies expected for entry into the job. 
 
&ldquo;Training&rdquo; and &ldquo;education&rdquo; in this guidance are synonyms for the process of acquiring knowledge and skills through instruction. It includes instruction through formal and informal methods (such as classroom, on-line, self-study, and on-the-job), from accredited and unaccredited sources, and long-duration (such as a post-secondary degree) and short-duration (such as a seminar) programs. 
 
&ldquo;Progressively responsible&rdquo; means indicating growth and/or advancement in complexity, difficulty, or level of responsibility.</div>
<div><h2 class="jobSectionHeader">Additional Required Information</h2></div>
<div>**PLEASE READ THE FOLLOWING INSTRUCTIONS &amp; INFORMATION CAREFULLY** 
THIS RECRUITMENT IS FOR ALASKA RESIDENTS ONLY 
This recruitment is open to Alaska Residents only. Applicants must meet Alaska Residency Requirements in order to be considered for employment at this time. 
 
SUPPLEMENTAL QUESTIONS 
For your application to be evaluated you must answer the Supplemental Questions.
The State of Alaska (SOA) uses four levels of proficiency to measure and describe an applicant&rsquo;s level of competence in applying certain behaviors, knowledge, skills, and abilities to accomplish a specific task. The four proficiency levels are: Mastery, Fluency, Literacy, and Discovery. You will need to rate your proficiency level for each competency listed in the supplemental questions. 
 
DOCUMENTS REQUIRED AT THE TIME OF INTERVIEW<ul><li>
A list of three (3) professional references, one of which should be your most recent supervisor, including name, job title, employer, and current phone number(s).</li><li>
A copy of your last three (3) performance evaluations, or two (2) letters of reference if evaluations are unavailable.</li></ul> 
LEGAL EMPLOYMENT 
The State&rsquo;s online recruitment system, Workplace Alaska, requires applicants to certify that they have a legal right to accept employment in the United States. It is the responsibility of the employee to maintain the appropriate documentation to accept or continue legal employment. The State of Alaska does not function in the role as an employer sponsor. 
 
APPLICATION NOTICE 
You can ONLY apply for this position through Workplace Alaska website or via hardcopy (paper) application. If you accessed this recruitment bulletin through a job search portal such as AlaskaJobs or any other database, you MUST use a Workplace Alaska online or hardcopy application to successfully apply. Instructions on how to apply with Workplace Alaska may be found on the Workplace Alaska &ldquo;How to Apply&rdquo; page.
Omission of any required documentation listed will result in an incomplete application and you will not receive further consideration. If you&rsquo;re experiencing problems attaching to your application, or if you simply had forgotten, you may email it to the contact provided below before 5:00 pm of the closing date. Any documents submitted after the posting has closed will not be considered. 
 
EDUCATION 
If post-secondary education is required to meet the minimum qualifications, you must fill in the Education section of the application. If you have not obtained a degree, please indicate the number of units completed. Copies of transcripts are required to verify educational credentials if used to meet the minimum qualifications for a position. Transcripts must be attached at the time of application or submitted to the contact information below prior to the close of recruitment. If you&rsquo;re unable to attach to your application, email it to the contact provided in the job posting. If email is not an option, please call the contact person to obtain a fax number. 
 
SPECIAL INSTRUCTIONS FOR FOREIGN EDUCATION 
Education completed in foreign colleges or universities may be used to meet the above requirements, if applicable. If utilizing this education you must show that the education credentials have been submitted to a private organization that specializes in interpretation of foreign educational credentials and that such education has been deemed to be at least equivalent to that gained in conventional U.S. education programs; or an accredited U.S. state university reports the other institution as one whose transcript is given full value, or full value is given in subject areas applicable to the curricula at the state university. It is your responsibility to provide such evidence when applying. 
 
WORK EXPERIENCE 
If using work experience not already documented in your application, also provide the employer name, your job title, dates of employment, whether full-or part-time. Applications will be reviewed to determine if the responses are supported and minimum qualifications are clearly met. If they are not, the applicant may not advance to the interview and selection phase of the recruitment.
Note: Attaching a resume is not an alternative to filling out the application in its entirety. Noting, &ldquo;see resume&rdquo; or any similar response on any portion of your application may lead to a determination that your application is incomplete and removal from consideration for this job posting. 
 
BARGAINING UNIT 
If you are a current state employee, please mark the union you are a member of at the time of application. If you are not a current state employee, you must mark that it does not apply to you. 
 
MULTIPLE VACANCIES 
This recruitment may be used for more than one (1) vacancy. The applicant pool acquired during this recruitment may be used for future vacancies for up to ninety (90) days after this recruitment closes. Interested applicants are encouraged to apply to each recruitment notice to ensure consideration for all vacancies. 
 
NOTICE 
Questions regarding the application process can be directed to the Workplace Alaska hotline at 800-587-0430 (toll free) or (907) 465- 4095. If you choose to be contacted by email, please ensure your email address is correct on your application and that the spam filter will permit email from the &lsquo;govermentjobs.com&rsquo; domains. For information on allowing emails from the &lsquo;governmentjobs.com&rsquo; domains, visit the Lost Password Help page located at https://www.governmentjobs.com/OnlineApplication/User/ResetPassword 
 
EEO STATEMENT 
The State of Alaska complies with Title I of the Americans with Disabilities Act (ADA). Individuals with disabilities, who require accommodation, auxiliary aides or services, or alternative communication formats, please call 1-800-587-0430 or (907) 465-4095 in Juneau or TTY: Alaska Relay 711 or 1-800-770-8973 or correspond with the Division of Personnel &amp; Labor Relations at: P.O. Box 110201, Juneau, AK 99811-0201. The State of Alaska is an equal opportunity employer. 
 
WORKPLACE ALASKA APPLICATION QUESTIONS &amp; ASSISTANCE 
Questions regarding application submission or system operation errors should be directed to the Workplace Alaska hotline at 1-800-587-0430 (toll free) or (907) 465-4095 if you are located in the Juneau area. Requests for information may also be emailed to: recruitment.services@alaska.gov 
 
For applicant password assistance please visit: https://www.governmentjobs.com/js_lostpswd.cfm?&amp;topheader=alaska</div>
<div><h2 class="jobSectionHeader">Contact Information</h2></div>
<div>Ayla Broughton 
Administrative Operations Manager 
Phone: 907-224-6155 
ayla.broughton@avtec.edu</div></div></div>
 <div><div><div><div>Careers with the State of Alaska offer MANY benefits</div> 
The following information describes typical benefits available to employees of the State of Alaska. Actual benefits received may differ by bargaining unit or branch of government, position type, or be prorated for other than full time work. 
 
For a quick breakdown of the insurance, health, and retirement benefits available for State Employees you can view an orientation video from Division of Retirement and Benefits. (Please note this video is specifically designed for new State Employees.) 
 
Insurance Benefits<ul> <li>Health insurance, which includes employer contributions toward medical/vision/dental<ul> <li>The following employee groups are under AlaskaCare Benefits administered by the State: See https://drb.alaska.gov/help/plans.html for additional information.<ul> <li>AVTEC </li><li>Confidential </li><li>Correctional Officers </li><li>Marine Engineers </li><li>Mt. Edgecumbe Teachers </li><li>Supervisory </li><li>Unlicensed Vessel Personnel/Inland Boatman's Union </li><li>Exempt employees (not covered by collective bargaining)</li></ul> </li><li>The following employee groups are covered by Union health trusts. Contact the appropriate Union for additional information.<ul> <li>General Government </li><li>Labor, Trades and Crafts </li><li>Public Safety Employees Association </li><li>Masters, Mates &amp; Pilots</li></ul></li></ul> </li><li>Employer paid Basic Life insurance with additional coverage available (amount depends on Bargaining Unit)</li></ul><div>Optional Insurance Benefits</div><ul> <li>Group-based insurance premiums for<ul> <li>Term life (employee, spouse or qualified same sex partner, and dependents) </li><li>Long-term and short-term disability </li><li>Accidental Death and Dismemberment </li><li>Long-term care (self and eligible family members) </li><li>Supplemental Survivor Benefits</li></ul> </li><li>Employee-funded flexible spending accounts for tax savings on eligible health care or dependent care expenses</li></ul> 
Retirement Benefits<ul> <li>Membership in the Public Employees Retirement System (PERS)/Teachers' Retirement System (TRS) </li><li>Matching employer contribution into a defined contribution program (new employees) </li><li>Employer contribution into a defined benefit or defined contribution program (current employees) </li><li>Contributions to the Alaska Supplemental Annuity Plan in lieu of contributions to Social Security </li><li>Option to enroll in the Alaska Deferred Compensation Program </li><li>Note: The Defined Contribution Plan, Supplemental Annuity Plan and Deferred Compensation Program offer a variety of investment options</li></ul><div>See https://drb.alaska.gov/retiree/ for additional information 
 </div>Paid Leave &amp; Other Benefits<ul> <li>Personal leave with an accrual rate increase based on time served </li><li>Twelve (12) paid holidays a year</li></ul></div></div></div>

Administrative Officer 2

Animal Pain Research Institute

Location: Hybrid (Chicago 2 days/Remote 3 days)Compensation: Negotiable, up to $140K+ (commensurate with experience)Commitment: Full-timeTimeline: Applications will be assessed on a rolling basis, so please apply as soon as possibleWe are a small, fast-growing scientific research nonprofit focused on developing therapeutic interventions to improve the lives of humans and animals. We are currently a team of three and scaling quickly to ~10.We need someone who can step in immediately and take full ownership of operations so the Executive Director can focus on fundraising, partnerships, and mission-critical work. Your job is to take ownership of everything that is not mission-critical work, and ensure the organization runs smoothly, compliantly, and without constant oversight.We are looking for someone who has helped build and scale organizations, whether by starting their own or working closely with leadership to grow something meaningful and successful. This is not a traditional &ldquo;office manager&rdquo; role. You will be responsible for making sure the organization runs correctly, compliantly, and efficiently across every administrative function.What You&rsquo;ll Do<ul><li>You will operate with a high degree of autonomy</li><li>You are expected to identify problems and propose solutions, not wait for direction. The Executive Director will rely on you to communicate in a decision-relevant style</li><li>When bringing decisions forward, you will have already done the legwork with relevant experts</li></ul>This will be a flexible and adaptable role. Here are some of the typical duties:Financial Operations &amp; Compliance<ul><li>Work directly with bookkeepers, CPAs, and other experts to ensure all financial operations are accurate and compliant</li><li>Oversee payroll, filings, and reporting</li><li>Ensure nothing falls through the cracks with IRS and other regulatory requirements</li><li>Verify that external partners are doing their work correctly</li></ul>Vendor &amp; Systems Management<ul><li>Manage relationships with payroll providers, accountants, legal, and other vendors</li><li>Identify better tools or partners when needed</li><li>Ensure systems are functioning, integrated, and reliable</li><li>Build simple, effective processes where none currently exist</li></ul>HR &amp; Hiring Operations<ul><li>Own onboarding and offboarding processes</li><li>Ensure HR compliance and coordination of benefits</li><li>Support hiring logistics as we scale quickly</li><li>Build lightweight but effective HR systems</li></ul>Budgeting &amp; Financial Coordination<ul><li>Partner directly with the Executive Director on budgeting</li><li>Translate strategic direction into operational budgets</li><li>Track spending and ensure alignment with organizational goals</li><li>Surface tradeoffs and risks early</li></ul>Internal Operations<ul><li>Create structure and clarity in a fast-moving environment</li><li>Identify and fix inefficiencies</li><li>Keep the organization organized and moving forward</li></ul>What We&rsquo;re Looking ForNote, these are ideal. Even if you do not meet all the criteria, we encourage you to apply if you believe you could excel in this role.Essential:<ul><li>You have a strong strategic mindset, and can prioritize what matters most operationally at any given time</li><li>You are comfortable operating in ambiguity and building as you go</li><li>You care deeply about doing things correctly and compliantly</li><li>You know how to seek out expertise to confirm compliance and best practices</li><li>You can move quickly and don&rsquo;t get stuck over-optimizing details</li><li>You have experience taking ownership at a high level in organizations</li></ul>Ideal:<ul><li>10&ndash;15+ years of hands-on operational experience supporting organizations (ideally, nonprofits)</li><li>Experience in small, growing, or early-stage organizations where you had to build systems from scratch</li><li>Strong track record of working across finance ops, compliance, HR, and vendor management</li><li>Experience coordinating with CPAs, payroll providers, legal counsel, and other external experts</li><li>Familiarity with multi-state or multi-jurisdiction compliance</li></ul>Job Type: Full-timePay: $80,000.00 - $140,000.00 per yearBenefits:<ul><li>Flexible schedule</li></ul>Work Location: Hybrid remote in Chicago, IL 60611

Head of Operations for Nonprofit (Full-Time)

The Harlan Group

<div>We&rsquo;re looking for a high-level Executive Assistant who will serve as a trusted partner to our leadership team. This role goes beyond traditional administrative support; you will play a key role in keeping the business organized, aligned, and operating efficiently.
You will help manage priorities, improve systems, and ensure day-to-day operations run smoothly so leadership can focus on growth, strategy, and high-impact initiatives.
Compensation &amp; Benefits<ul><li>
Base Salary: $55,000 to $65,000</li><li>
Bonus Opportunities: Expected total compensation $80,000+ annually</li><li>
Additional benefits may include reimbursement for business-related expenses, professional development, and operational leadership coaching.</li><li>
Paid Time Off</li></ul>
Compensation:
$55,000 - $65,000
Responsibilities:
Executive Support &amp; Priority Management<ul><li>
Manage complex calendars, meetings, and shifting priorities for leadership</li><li>
Act as a gatekeeper and strategic partner to protect leaders&rsquo; time and focus</li><li>
Prepare materials, agendas, and follow-ups for meetings and key initiatives</li></ul>
Operations &amp; Systems Optimization<ul><li>
Build and refine systems that improve efficiency and organization</li><li>
Identify gaps and proactively create solutions to streamline workflows</li><li>
Leverage tools, automation, and AI to improve productivity</li></ul>
Project &amp; Initiative Management<ul><li>
Track and drive progress on key projects and business priorities</li><li>
Ensure accountability and follow-through across the team</li><li>
Coordinate cross-functional initiatives and communication</li></ul>
Communication &amp; Coordination<ul><li>
Serve as a central point of coordination between leadership and team members</li><li>
Ensure clear communication, alignment, and execution across projects</li><li>
Assist with internal documentation and process clarity</li></ul>
Business &amp; Administrative Support<ul><li>
Support reporting, tracking, and organization of key business metrics</li><li>
Assist with light financial tracking, expenses, and vendor coordination</li><li>
Help maintain structure across day-to-day business operations</li></ul>
Qualifications:
<ul><li>3+ years of experience as an Executive Assistant, Operations Coordinator, or similar role</li><li>
Strong organizational and time management skills</li><li>
Proactive mindset with the ability to anticipate needs</li><li>
Experience building or improving systems and workflows</li><li>
Comfortable using technology, automation tools, and AI platforms</li><li>
Strong communication and interpersonal skills</li><li>
Ability to manage multiple priorities in a fast-paced environment</li><li>
High level of discretion and professionalism</li></ul>
What Success Looks Like<ul><li>
Leadership operates with clarity, focus, and fewer day-to-day distractions</li><li>
Systems and workflows are streamlined and scalable</li><li>
Priorities are executed efficiently with strong follow-through</li><li>
The business runs more smoothly because of your support</li></ul>
About Company 
The Harlan Group, powered by Keller Williams Fort Myers and The Islands, is a growing real estate organization committed to delivering an exceptional experience for both buyers and sellers. The team combines strong market knowledge, proven systems, and a commitment to client service to help clients make confident real estate decisions.
As the business continues to grow, the team is focused on building strong operational systems that support both production and scalability. The Director of Operations will play a key role in helping the organization grow efficiently while maintaining the high standards of service the team is known for.</div>

High-level Executive Assistant

California State University

<div><div>Job no: 556156 
Work type: Management (MPP) 
Location: Pomona 
Categories: MPP, Administrative, At-Will, Full Time 
</div><div>Type of Appointment: Full-Time, At Will

Job Classification: Administrator II

Anticipated Hiring Range: $114,000 - $130,008 annually (Commensurate with qualifications and experience)

Work Hours: Monday - Friday, 8am - 5pm, unless otherwise notified

Recruitment Closing Date: March 31, 2026 


THE DEPARTMENT: 
 
The President is the Chief Executive Officer of the University and is responsible for all operational and strategic aspects of the University, including student recruitment, retention, and graduation, academic policies and programs; state and non-state operating budgets; personnel policies and procedures; external outreach, collaboration and fund raising, etc. The Director of Budget and Administrative Operations supports the Deputy Chief of Staff, Vice President/Chief of Staff for People, Culture, and Institutional Affairs (PCIA), and the University President. 

DUTIES AND RESPONSIBILITIES:

Executive Support
<ul>
<li>In partnership with the Deputy Chief of Staff, provides high-level support to the President and Vice President/Chief of Staff, exercising sound judgment, discretion, and initiative.</li>
<li>Drafts, reviews, and finalizes confidential correspondence, reports, agreements, and briefing materials for executive review and signature; prepares materials for meetings and engagements.</li>
<li>Serves as liaison for Chancellor&rsquo;s Office correspondence, ensuring timely coordination and submission of required reports and institutional responses.</li>
<li>Researches and resolves sensitive issues directed to the President, determining appropriate action in collaboration with Vice President/Chief of Staff and Deputy Chief of Staff.</li>
<li>Facilitates communication between the President&rsquo;s Office and campus leadership, maintaining professionalism, credibility, and strong stakeholder relationships. Maintain exceptional professionalism and discretion when engaging with both internal and external stakeholders.</li>
<li>In coordination with the Deputy Chief of Staff, oversee operations of the President&rsquo;s residence (Manor House), including event logistics, scheduling, vendor coordination, and tracking of maintenance and related activities.</li>
</ul>
Operational and Human Resource Management
<ul>
<li>Directs and provides leadership to administrative/confidential staff, and student assistants; assigns work, sets priorities, and ensures high-quality service delivery.</li>
<li>Manages core administrative operations, including budget tracking, correspondence, event logistics, mail, office coverage, travel, and monitoring of Chancellor&rsquo;s Office and internal deadlines.</li>
<li>Oversee confidential HR actions for units reporting to the President&rsquo;s Office and PCIA, including recruitments, reassignments, reclassifications, performance evaluations, and compliance with policies and timelines.</li>
<li>Partner with EODA/HR Operations to coordinate recruitments, confirm position authorization, and approve resource allocations for positions reporting directly to the President's Office and PCIA.</li>
<li>Interprets and applies of university policies, procedures, Presidential and Chancellor&rsquo;s Office directives, CSU regulations, and relevant laws; supports delegations of authority and ensures compliance.</li>
</ul>
Fiscal/Position Management, Budget Oversight, and Reporting
<ul>
<li>In partnership with the Deputy Chief of Staff, advises the President and Vice President/Chief of Staff on divisional budget strategy, long-range financial planning, staffing models, and resource allocation to align with institutional priorities and fiscal sustainability.</li>
<li>Supports the development and management of annual operating, capital, and one-time budgets for the President&rsquo;s Office and PCIA; monitors expenditures and provides strategic financial analysis and recommendations.</li>
<li>Oversees position control, salary and benefits forecasting, and workforce planning to ensure alignment with available resources.</li>
<li>Reviews and processes personnel and position budget actions, providing strategic analysis on new positions, reclassifications, compensation adjustments, and stipends.</li>
<li>Administers multiple funding sources (state, enterprise, philanthropic) ensuring compliance, appropriate stewardship, and accurate fiscal processing, including budget transfers, position funding changes, procurement and payment processing, and maintenance of official financial records.</li>
<li>Identifies and resolves budget discrepancies; communicates fiscal risks and mitigation strategies to executive leadership.</li>
<li>Prepares quarterly and annual financial reports, dashboards, and executive summaries, translating complex data into actionable insights.</li>
<li>Utilizes enterprise financial systems (e.g., PeopleSoft Finance, Tableau, Questica) to conduct analysis, ensure accurate reporting and optimize processes. Provide training and guidance to the President&rsquo;s Office and PCIA budget staff.</li>
<li>Exercises delegated signature authority for state, enterprise, and philanthropic accounts.</li>
<li>Oversee the development, implementation, and updating of the President&rsquo;s Office/PCIA business continuity plan.</li></ul> 


QUALIFICATIONS:
<ul>
<li>Bachelor's Degree - from an accredited institution in accounting, finance, economics, business administration, or related field.</li>
<li>Driver's License, Valid and in State</li>
<li>Five (5) years of progressively responsible analytical and fiscal management experience in higher education or a similarly complex organization. Higher education experience is strongly preferred.</li>
<li>Demonstrates comprehensive knowledge acquired through education, training, and progressive work experience, evidencing competence in independently exercising judgment, resolving a broad spectrum of challenges, devising practical and well-considered solutions, and utilizing effective communication and active listening skills. Thorough understanding of budgeting and accounting principles and practices; adept at data analysis and projection-making through business mathematics and foundational statistical methodologies. Exhibits strong analytical skills for researching, synthesizing, and summarizing complex and technical information. Displays exceptional organizational and time management abilities, allowing for independent prioritization of workload, adherence to deadlines, management of multiple tasks, and delivery of assignments with a high degree of accuracy and attention to detail. Demonstrates excellent interpersonal skills in interacting with individuals from diverse backgrounds and building relationships with stakeholders across various organizational levels. Excellent written communication and proofreading skills, employing a variety of strategies. Strong problem-solving capabilities, using insight, discretion, and diplomacy to achieve positive results. Possesses political acumen and highly developed communication skills for effective performance in an executive-level office environment. Capable of making independent decisions and exercising sound judgment. A proactive, forward-thinking professional who seeks opportunities and proposes solutions, with extensive knowledge of university policies and procedures.</li></ul> 
 
PREFERRED QUALIFICATIONS:
<ul>
<li>Experience directly supporting executive-level leaders, preferably in a higher education environment.</li>
<li>Experience with HR functions, fiscal oversight and management.</li>
<li>Experience with foundation and donor relations, or other philanthropic activities.</li>
<li>Experience with events management and coordination.</li></ul> 


Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU&rsquo;s mission is to prepare educated, responsible individuals to contribute to California&rsquo;s schools, economy, culture, and future. As an agency of the State of California, the CSU&rsquo;s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the CSU Out-of-State Employment Policy. 


Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate&rsquo;s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the CSU Background Check Policy. 


CSU Classification Salary Range

This position is part of the Management Personnel Plan (MPP) bargaining unit M80. The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $5,053 and maximum $16,221 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position. 


Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go to the Acceptable I-9 website. 


University Driving Requirements

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver&rsquo;s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy. 


Conflict of Interest

This position is a &ldquo;designated position&rdquo; in the California State University&rsquo;s Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information, go to the CSU's Conflict of Interest Policy. 


Outside Employment Disclosure

Executive and Management Plan Personnel employees must disclose all current outside employment at the time of hire as a precondition of hire and at the following times after hire: annually in July, within 30 days of accepting outside employment, and upon their manager&rsquo;s request. For more information, go to the Outside Employment Disclosure Policy. 


Child Abuse/Neglect Reporting Act (CANRA)

The person holding this position is considered a &ldquo;mandated reporter&rdquo; under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. See policy at the Child Abuse/Neglect Reporting policy. 


Security &amp; Fire Safety

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona&rsquo;s Annual Security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf. 


Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster. 


Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. For more information, go to Employment Notices. 


Equal Employment Opportunity

Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California&rsquo;s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU&rsquo;s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

As a federal contractor, Cal Poly Pomona complies with the Vietnam Era Veterans&rsquo; Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings. 


Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona&rsquo;s Employment Notices web page.
</div>
Advertised: Mar 17 2026 Pacific Daylight Time 
Applications close: Mar 31 2026 Pacific Daylight Time</div>

Director, Budget and Administrative Operations

Search 10000+ Administrative operations manager jobs near you this March. New roles added regularly across leading industries. Apply today.

10000 administrative operations manager jobs Near Me

Administrative Services Manager

Office Manager

Office Manager

Administrative Officer 2

Head of Operations for Nonprofit (Full-Time)

High-level Executive Assistant

Director, Budget and Administrative Operations