Director of Office Operations

Summary of the Job: 

As the Director of Office Operations, you’ll play a key role in shaping our creative and innovative workplace. This position goes beyond traditional office management by blending strategic oversight of facilities, event planning, and operations with a forward-thinking approach to hybrid work and nurturing our culture through our space and events. This position will collaborate across departments, build key partnerships, and contribute to initiatives that enhance our workplace culture and community impact. In short, you’ll help make Carmichael Lynch a fun and engaging place to be for our employees, clients and visitors. 

 

Essential Responsibilities:

Office Services/Operations:

• Manage daily operations, including meeting and event coordination, security, maintenance, and mailroom services.
• Continuously assess office needs and develop cost- and time-effective solutions.
• Design and implement innovative programs that enhance the in-person office experience. 
• Lead construction projects, managing budgets and timelines from start to finish.
• Collaborate with department leaders on space planning, offering creative and innovative solutions to the evolving needs of our teams.
• Work closely with the IT team to ensure smooth technology operations (conference rooms, AV equipment, server room, etc.).
• Build relationships with local and national vendors to optimize purchasing options.
• Work with department leaders on capital expenditure forecasting and purchase capital and fixed assets according to agency budgets.
• Support remote and home office needs, ensuring seamless integration with in-office operations.
• Answers the telephone, screens and processes calls effectively and confidentially.
• Coordinate and arrange internal and external meetings and prepare materials and items for each meeting, as requested.
• Arrange conference rooms, food and/or anything needed for meeting requests (e.g., prioritization of conference rooms across multiple groups). 
• Remain accessible and on call to greet clients, retrieve deliveries, assist in daily activities.

Office Management and Culture:

• Help ideate, plan, and execute agency-wide events, including Employee Resource Group (ERG) initiatives.
• Manage the agency event calendar in partnership with the culture committee and branding team.
• Lead social and community engagement efforts, evaluating charitable and volunteer opportunities.
• Conduct office tours for new hires, university groups, and clients.
• Represent the agency at key events, such as city planning and transportation summits.
• Oversee vendor management for office services, facilities and agency leadership (manage work, PO’s, invoices).
• Manage WELL Health & Safety certification and ensure compliance.
• Maintain the agency’s emergency preparedness and business continuity plans.
• Focus on cost reductions, especially regarding supply needs and office resources.
• Support a variety of employee and client programs, including things like employee/client gifts, new hire gifts, milestone anniversary programs, etc.
• Support and manage additional projects as assigned. 
• Position will occasionally require early mornings, late nights or weekend work.
• This role is an essential in-office position that requires being on-site 4 days a week (which days on-site is determined by Agency needs).
• Coordinate travel arrangements for agency leaders, and others, as requested.
• Calendar management/support, as needed, for agency leaders.

Team Leadership:

• Lead by example: Embrace a hands-on leadership approach, demonstrating a willingness to step in and support the team with any task, from daily operations to special projects.
• Foster a collaborative and inclusive team culture through leadership, training, and professional development.
• Maintain open communication with all relevant departments and team members to support an inclusive, productive, and engaged work environment.
• Conduct performance reviews and manage the activities of the office services team.
• Ensure that departmental procedures align with company policies and goals.

 

Working Relationships & Supervision:

The Director of Office Operations collaborates closely with the ELT, HR, IT, and other key departments. This role may assist in resolving internal employee issues when needed.

This position directly manages/supervises: Office Services team in both offices.

 

Required Qualifications/Skills:

• 10+ years of experience with increasing managerial responsibilities, preferably in office management and facilities within a creative industry.
• Proven ability to manage facility operations, including security, maintenance, and administrative services.
• Strong collaborative mindset, with an ability to approach daily challenges with a solution-oriented attitude.
• Creative thinker, capable of bringing fresh ideas to event planning, employee engagement, and office management initiatives.
• Highly motivated, able to maintain energy and focus through varying workloads, and capable of working independently.
• Strong project management skills with the ability to oversee multiple priorities simultaneously.
• Excellent interpersonal skills, with the ability to build relationships at all levels of the organization.
• Ability to anticipate needs and adjust quickly when priorities change.
• Expertise in team leadership and development, with a focus on motivating and mentoring team members.
• Proficient communication skills, including presenting to executive teams and larger groups.
• Strong financial acumen, with experience managing budgets and forecasting.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams)

 

The salary range for this position is listed below. Where an employee or prospective employee is paid within this range will depend on a variety of factors, including but not limited to budget, relevant experience, qualifications, and tenure in similar roles. Consideration may also be given to internal salary data for current or former employees in the same or similar positions.

Salary Range: $95,000 - 100,000 annually