Manager, Executive Operations - Rockville, MD

About ARVO · The Association for Research in Vision and Ophthalmology, Inc. (ARVO) was founded in 1928 in Washington, DC, by a group of 73 ophthalmologists. The Association's membership today numbers about 10,000 and continues to grow. ARVO is a global organization with members i ...

Job description

About ARVO

The Association for Research in Vision and Ophthalmology, Inc. (ARVO) was founded in 1928 in Washington, DC, by a group of 73 ophthalmologists. The Association's membership today numbers about 10,000 and continues to grow. ARVO is a global organization with members in the U.S. and also in over 75 countries. The membership is multidisciplinary, comprising both clinical and basic researchers.

Job Summary

Reporting to the Executive Director, the Manager, Executive Operations supports the effective operation of ARVO's governance processes and volunteer engagement efforts. This position will regularly interact with Board of Trustees members. This role helps coordinate volunteer leadership activities, strengthens governance workflows, and ensures alignment with the organization's mission and strategic priorities. The Manager works closely with staff liaisons and volunteer leaders to support consistent practices, clear communication, and positive volunteer experience across the organization.

This position serves as a central resource for committees, member groups, and governance bodies, helping volunteers feel informed, supported, and equipped to contribute to ARVO's work. The Manager also collaborates with internal teams to maintain efficient processes and ensure volunteer groups are integrated into organizational planning.

Job Duties

Governance and Volunteer Coordination

• Support the annual committee appointment process by assisting with research, coordinating input from staff liaisons and committee chairs, preparing communications, updating information in the AMS and on the website, issuing appointment letters, maintaining rosters, and scheduling orientation calls.
• Serve as a primary point of contact for routine communication between the Executive Director, committees and the Board of Trustees, coordinating with senior leadership and staff teams as needed.
• Report meeting requirements for Board of Trustees, Board of Governors, and other related meetings to logistic staff; provide additional on-site support at these meetings when necessary. Provide support for virtual meetings.
• Coordinate with staff committee liaisons the Board and Committee meeting content, providing draft materials for review, and finalize the electronic copy and distribution.
• Prepare draft meeting minutes, seek approval, distribute and maintain final copy and track action items. Follow up with appropriate staff as needed to complete action items.
• Maintain and update training materials that outline committee roles, responsibilities, and decision-making processes for staff liaisons and committee chairs.
• Identify opportunities to improve processes, gather feedback, and recommend practical solutions to enhance efficiency and volunteer experience.
• Support alignment of volunteer engagement practices with ARVO's bylaws, policies, and strategic initiatives.
• Assist in developing resources, tools, and support structures that strengthen volunteer governance practices.
• Maintain accurate records, communications, and engagement data to track participation and identify areas for improvement.

Nominations/Elections

• Prepare annual timeline for nominations/elections in conjunction with selected election vendor.
• Monitor voting results during the election.
• Update Nomination/Election Procedures/Guidelines as needed.
• Monitor ARVO bylaws to ensure that nomination/election content is up to date. Update the Bylaws, Board Orientation, and other executive operations documentation as required.

Committee and Chapter Affiliate Operations

• Work with staff liaisons and meeting logistics to plan annual committee meetings and committee-sponsored events
• Maintains procedures and guidelines to improve committee and chapter management
• Tracks committee-related action items and outcomes, following up with staff liaisons as necessary to meet deadlines.
• Maintain meeting minutes, rosters, and files for committees. Serves as project lead, or team member, as assigned using ARVO project management tools.

Team Support & Cross-Functional Collaboration

• Schedule external meetings and appointments for the Executive Director related to governance.
• Coordinate strategic planning activities; scheduling, meeting agenda and materials, reports, updates to the membership, tracking results.
• Serve as project lead by updating TeamWork with Board milestones and tasks.
• Provide day-to-day coordination and guidance to staff supporting volunteer programs and governance activities.
• Work collaboratively with departments to ensure volunteer groups are informed, connected, and supported.

Education and Experience

• Bachelor's degree in business administration, non-profit management, public administration, organizational leadership, communications or equivalent work experience.
• 10+ years of experience supporting an executive level office.
• 5+ years of experience in governance, volunteer engagement, or membership-based organizations.
• Experience working with volunteer leaders, committees, or boards within nonprofit or member-driven organizations to support program implementation or governance processes.
• Must possess strong interpersonal skills and emotional intelligence to build and maintain effective relationships with a diverse network of colleagues, both inside and outside the organization.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Clear and effective written and verbal communication skills.
• Ability to synthesize complex information and prepare materials for internal and external audiences.
• Experience facilitating meetings, supporting group discussions, or assisting with conflict resolution.
• Demonstrated discretion in handling confidential or sensitive information.
• Self-directed, resourceful, and comfortable working both independently and collaboratively.
• Possess strong to advanced knowledge of Microsoft Office (Excel, Word, Outlook, Teams).
• Experience with database software (Netform, IMIS, etc.) is desired.
• Experience supporting complex programs or projects, preferably within a corporate, association, or trade environment, is strongly preferred.

Why you'll love it here

We are dedicated to fostering a collaborative environment where our employees can thrive both personally and professionally.

Our benefits include:

• Comprehensive group plan coverage options
• Opportunities for professional development
• A vibrant workplace culture that values teamwork

Benefits:

• 401(k)
• 401(k) matching
• Medical, dental and vision coverage
• Paid time off

Ability to Commute:

• North Bethesda, MD Required)

Work Location: Remote/hybrid

• ARVO firmly supports the principle and philosophy of equal opportunity for all individuals, regardless of age, race, gender, sexual orientation, creed, national origin, disability, veteran status, or any other protected category pursuant to applicable federal, state, or local law.

Pay: $80, $90,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off

Work Location: Hybrid remote in Rockville, MD 20852