Executive Operations Manager

City of New York; New York (NY); On-site; USD 100,000 - 125,000; Full time

Job summary

The Mayor’s Office of Contract Services (MOCS) in New York City is seeking an experienced executive operations professional to act as the Director’s executive gatekeeper and strategic scheduling partner. This role focuses on optimizing the Director’s time and coordinating complex engagements across the agency.

Reporting to the Director, the role involves drafting briefing materials, planning agency-wide events, managing travel, and supervising front desk staff, all while upholding city

Qualifications

• Six years of professional experience in executive operations, administration, or project management.
• Direct experience in navigating high-volume, rapid-response scheduling.
• Strong organizational, project management, and execution skills.
• Demonstrated ability to work as a strategic partner to senior leadership, managing up.

Responsibilities

• Manage a high-volume calendar for the Director, protecting executive time and prioritizing engagements.
• Coordinate internal and external meeting requests to align with agency priorities and targets.
• Draft high-level briefing materials, summaries and correspondence for the Director.
• Plan organizational timelines, run-of-show documents, and post-event debriefs to drive improvement.

Skills

Executive operations

Strategic scheduling

High-volume scheduling

Project management

Interpersonal skills

Microsoft Office

Education

Baccalaureate degree from accredited college

Tools

Microsoft Office Suite

Job description

• Job Category: Communications & Intergovernmental Affairs
• Salary Band: $100,000 to $125,000
• Compensation: USD 100,000 - USD 110,000

Job Description

The Mayor's Office of Contract Services (MOCS) is a New York City oversight and service agency that manages procurement citywide, from planning and release of agency solicitations to payment of vendors. Annually, agencies procure billions in products and services from a diverse pool of vendors that represent various industries. MOCS therefore aims to ensure that the procurement process remains fair, transparent, efficient and cost-effective.

MOCS makes it easier to do business through use of end-to-end technology tools, increases transparency by publication of enriched data and hosting public hearings, and strengthens procurement operations by providing direct assistance and resources to all stakeholders. MOCS also partners with agencies and vendors to identify areas for policy reform, resulting in ongoing process improvement to reduce administrative burdens and increase the positive impact of services on communities. The MOCS Director serves as the City Chief Procurement Officer.

MOCS team members operate in a collaborative, service-oriented environment, where flexibility and ability to achieve results are valued. All MOCS employees are expected to deliver timely and quality work products and services, participate in ongoing improvement activities, proactively deepen their knowledge of procurement and government operations, and will use modern technology software and hardware to complete daily duties. Program managers also collaborate with other team members to implement projects, help to maintain and/or analyze operational data, and interact with external stakeholders.

Reporting to the Director and functioning as a key member of the Director’s team, this position operates with wide latitude for independent initiative, systemic problem-solving, and strategic execution. Working in tandem with leadership, this position owns the strategic deployment of the Director’s time, translating complex agency priorities into a highly optimized schedule, and able to rapidly respond to changes. The candidate will serve as the executive gatekeeper and operational partner, synthesizing information for the Director and creating critical executive briefing materials. This position also oversees planning, producing, and executing executive meetings, agency-wide events, and stakeholder engagements that advance organizational priorities. Additionally, this role oversees the front desk staff, ensuring a collaborative, service-oriented environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• -Functions as the Director's operational strategist, Managing a high-volume calendar that protects executive time, prioritizes critical operational engagements, and resolves scheduling conflicts
• -Manages internal and external meeting requests, ensuring the Director's daily engagements directly align with agency priorities and operational targets
• -Researches, compiles, and synthesizes information to draft high-level briefing materials, summaries, preparatory documents, and correspondence for the Director
• -Designs, implements, and measures agency-wide staff engagement and culture initiatives, directly executing the Director's long-term vision for workforce morale, retention, and well-being
• -Designs high-quality executive and stakeholder experiences that reflect the organization’s mission and values that strengthen relationships with employees, partners, agency officials, and community partners
• -Develops organizational timelines, project plans, daily schedules and run-of-show documents, and post-event debriefs to drive continuous improvement
• -Provides cross-functional administrative leadership to the broader executive team and coordinating shared scheduling
• -Manages the Director's travel arrangements, locally and nationally, ensuring priorities are accomplished and adherence to agency and city guidelines
• -Builds and maintains professional relationships with internal and external stakeholders, seeking ways to improve operational efficiency
• -Exercises supervisory oversight of front desk staff, ensuring a clean, safe, welcoming, and comfortable environment for all staff and visitors
• -Assumes other related responsibilities and special projects as required

PREFERRED SKILLS

• -Baccalaureate degree from an accredited college and six years of professional experience in executive operations, strategic scheduling, administration, or project management; at least three years of which must have been in an executive capacity supporting senior leadership
• -Direct experience in navigating high-volume, rapid-response scheduling
• -Strong organizational, project management, and execution skills with demonstrated ability to manage multiple competing priorities
• -Demonstrated ability to work as a strategic partner to senior leadership, managing up, and anticipating needs
• -Excellent people skills; able to speak and write clearly; requires interpersonal skills that convey competency and sensitivity with diverse groups of people
• -Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• -Ability to handle confidential information with discretion and professionalism

ADDITIONAL INFORMATION

To best serve the City we represent, Mayor’s Office of Contract Services (MOCS) seeks individuals from a variety of backgrounds who can bring different perspectives to contribute to the work of the office. MOCS also seeks candidates who want to contribute to a work environment that values teamwork, inclusion and respect.

MOCS recognizes the unique skills and strengths gained through military service. Veterans and service members of the U.S. Armed Forces are strongly encouraged to apply. Special accommodations provided to applicants with disabilities. Please contact MOCS Disability Service Facilitator at [e-mail] or 212-298-0800 to request an accommodation.

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.

WORK LOCATION

255 Greenwich Street, 9th floor, New York, NY 10007. RESEARCH PROJECTS COOR(MA)-MGR - 0527A

Qualifications

1. Do you have a baccalaureate degree from an accredited college or university?

2. Do you have an associate degree from an accredited college or university along with two (2) years of experience with administrative, analytic, coordinative, supervisory or liaison responsibilities?

3. Do you have a four-year high school diploma, or its educational equivalent approved by a state's Department of Education or a recognized accrediting organization along with four (4) years of experience as described in question "2" above?

4. Do you have a satisfactory combination of education and/or experience equivalent to that described in questions "1," "2," and/or "3" above?