Executive Operations Manager

Vhfa; Burlington (VT); On-site; USD 90,000 - 120,000; Full time

Job summary

Vermont Housing Finance Agency (VHFA) seeks an Executive Operations Manager to act as a confidant to our senior leadership, a master project coordinator, and an results-driven organizer.

You will manage complex calendars, coordinate cross-functional initiatives, prepare meetings, and help streamline administrative processes while safeguarding sensitive information. This role is the operational heartbeat of our leadership team.

Qualifications

• 4+ years of progressive administrative/executive support experience, including supporting senior leaders
• Strong scheduling, calendar management, and deadline tracking abilities
• Excellent written and verbal communication skills with professional correspondence
• Alignment with VHFA values: Integrity, Innovation, Belonging, Equity

Responsibilities

• Provide executive support to the Executive Director, Deputy Executive Director, and Chief Financial Officer
• Manage complex schedules and logistics across multiple senior leaders
• Lead meeting prep, agendas, materials, and action tracking for leadership and Board meetings
• Coordinate with executive leadership, staff, board members, and external partners with discretion

Skills

Executive support

Project coordination

Scheduling

Stakeholder management

Tools

Microsoft 365

Job description

Description

Are you a master of organization who loves keeping strategic pieces moving?

At the Vermont Housing Finance Agency (VHFA), we are on a mission to ensure all Vermonters have access to affordable housing. We are looking for an Executive Operations Manager who is part high-level executive confidant, part master project coordinator, and entirely results-driven.

This isn't just an administrative job—it’s the operational heartbeat of our leadership team. If you excel at anticipating needs, managing competing priorities, and keeping cross-functional initiatives on time and on track, we want you on our team.

The Impact You’ll Make

Executive Operations Leadership

• Provide advanced administrative and executive support to the Executive Director, Deputy Executive Director, and Chief Financial Officer.
• Manage complex schedules and logistics across multiple senior leaders, proactively navigating conflicts, and prioritizing high-impact meetings.
• Lead the preparation, agenda development, material compilation, and action tracking for Executive Leadership Team and Board-related meetings.
• Serve as a diplomatic and professional point of coordination between executive leadership, staff, board members, and external partners while managing sensitive information with total discretion.

Project Management & Continuous Improvement

• Develop project plans, track milestones, monitor deadlines, and proactively clear bottlenecks for cross-departmental initiatives.
• Actively look for opportunities to streamline administrative processes, recommending and implementing modern tools that make the entire team more efficient.
• Maintain highly organized records, follow up on deliverables across teams, and support special projects from concept to completion.

Requirements

What You Bring to the Table

• At least 4 years of progressively responsible administrative/executive support experience (with 3+ years directly supporting senior leaders), OR an equivalent mix of education and experience.
• Proven ability to build task trackers, manage shifting priorities, and keep multiple stakeholders accountable to deadlines.
• Advanced proficiency with the Microsoft 365 suite (Outlook, Word, Excel, PowerPoint) and total comfort working with financial information and numbers.
• Top-tier verbal and written communication skills with a knack for drafting flawless executive correspondence and presentations.
• A heart for community and a deep alignment with VHFA’s VIIBE values: Integrity, Innovation, Belonging, and Equity.