Office Operations Manager

Location: 444 Madison Ave., 10th floor, New York, NY

Reports to: New York Office General Manager

Status: Full time, exempt (in-person required)

How to Apply: Please submit a resume and cover letter. Applications will be reviewed on a rolling basis until the position is filled.

The mission of the Doris Duke Foundation (DDF) is to build a more creative, equitable and sustainable future by investing in artists and the performing arts, environmental conservation, medical research, child well-being and greater mutual understanding among diverse communities. DDF operates five national grantmaking programs as well as Duke Farms and Shangri La, two centers that serve the public directly. DDF’s activities are guided by the will of Doris Duke, who endowed the foundation with financial assets that currently total over $2 billion. To learn more about the foundation, visit www.dorisduke.org.

JOB SUMMARY

The Office Operations Manager at DDF’s New York Office (NYO) plays a pivotal role in ensuring the day-to-day operational excellence of the office, including the Doris Duke Center, our newly opened in-house venue that hosts a wide range of digital and in-person convenings and events, including receptions, dinners, panels and art exhibitions. This role involves overall management of the various operational tasks of the NYO, enhancing the workplace environment and ensuring that all operations align with DDF’s values and strategic goals. The Office Operations Manager also provides on-site support to the Finance, People & Culture and Technology departments, as well as the event function at the foundation, to foster a productive and innovative organizational culture.

RESPONSIBILITIES

• Office and Administrative Leadership: Lead the daily operations of the New York Office, ensuring that the office meets both the immediate and programmatic needs of our workforce. This includes the management of vendor relationships, coordination with building staff and service personnel, ensuring compliance with workplace rules and policies, and the maintenance and repairs of office supplies and equipment. Alongside the NYO General Manager, lead monthly NYO meetings and regularly communicate with staff in the NYO about processes to further collaboration and transparency. Provide general administrative support to NYO General Manager, as needed.
  
• Systems Building and Process Documentation: Establish and refine operational systems to enhance efficiency and adaptability across the NYO. Develop comprehensive documentation of all processes, ensuring that knowledge is preserved and easily accessible.
• Budget Management: Develop, track and manage the NYO annual budget for office administration, ensuring optimal use of funds in alignment with our strategic objectives. Monitor expenditures and collaborate across departments to ensure fiscal responsibility and effective resource allocation.
• Manage Vendor Relationships and Procurement: Establish and manage relationships and contracts with a wide array of vendors, including the NYO landlords. Make informed purchasing decisions, establish and maintain business accounts, and manage processing of invoices and the preparation of expense reports to uphold our standards of operational excellence.
• Supervise Receptionist / Administrative Assistant: Manage and facilitate the work of the Receptionist / Administrative Assistant to ensure an organized and welcoming office environment. This role is critical in enabling optimal performance among staff and creating a positive impression on visitors to the Doris Duke Center.
• Support for Shared Operations: Act as a liaison between the NYO and the Finance, People & Culture and Technology departments, as well as liaise with Duke Farms and Shangri La, to support overall operational efficiency. This includes supporting employee onboarding, providing technical support to individual employees and audio-visual support to the Doris Duke Center, managing records and coordinating with outsourced partners. Schedule and implement employee trainings, education and assistance in the areas of paper and electronic records and file management.
• Support Events and Convenings: In collaboration with the Event Manager, provide logistical on-site support to events and convenings at the Doris Duke Center. Organize and facilitate internal events for staff in the NYO, including the end-of-year celebration and happy hours, to bolster employee engagement and foster collaboration. Assist with event setup and breakdown, when required.
• Perform other work, as required.

QUALIFICATIONS

• Bachelor’s degree or equivalent experience in administration or operations management.
• Demonstrated experience in office management in a fast-paced environment, including budgeting, procurement and contract management.
• Strong proactive planning, organizational and time management skills, with the ability to be self-directed and manage multiple projects, tasks and priorities simultaneously.
• Facility with and interest in technology, especially for productivity.
• Experience with IT support and facility management preferred.
• Experience taking initiative and making independent, informed decisions.
• Experience managing and delegating to others, including those outside of the reporting line.
• Excellent analytical, oral and written communication skills and problem-solving skills, with a high attention to detail, accuracy and follow-up.
• Self-motivated team player who works collaboratively and positively with colleagues.
• Discretion and ability to handle confidential matters.
• Ability to lift up to 20 pounds.

COMPENSATION

• Anticipated starting salary range is $69,600-$87,000, and the final offer will depend on experience.
• Industry-leading benefits.

OUR VALUES

The following values underpin everything we do in pursuit of our mission across the Doris Duke Foundation:

Integrity: We must be honest and ethical in all that we undertake. As a private foundation, we are accountable to the many stakeholders affected by our work.

Excellence: We will insist on the highest standards of performance in fulfilling our mission, will ground our work in best practices and will make decisions based on the best available information.

Openness and Imagination: We will be listening and learning organizations that are responsive to ideas and opinions from a variety of sources. We value imagination and creativity, the ability to think in new ways about the work we do and how we do it.

Collaboration: We value a collaborative and supportive environment in which to advance our mission and objectives. Creating a working environment that promotes trust, honesty and respect within our organizations is as important as earning the trust and respect of our colleagues and peers in the fields in which we work.

Diversity, Equity and Inclusion: We believe in the essential value that a diverse set of perspectives, experiences and abilities brings to the table. Our commitment to the values of diversity, equity, inclusion and social justice is an ongoing, active engagement reflected in our funding areas, grantees, museums, centers, board and staff. At the core of our work is a dedication to serving and learning from organizations and individuals addressing inequities and working toward a more just, healthy and inclusive society. (Learn more about our commitment to diversity, equity and inclusion, and how we incorporate this value into our work.)

The Doris Duke Foundation is committed to inclusive hiring and equal employment opportunity. We strongly encourage candidates of all identities, experiences, orientations and communities to apply. Our recruiting and employment practices adhere to all applicable federal, state and local laws, including the Americans with Disabilities Act. We provide reasonable accommodations for persons with disabilities. If a reasonable accommodation in the job application process is needed, please contact us here.