OPERATIONS MANAGER

Greater Oak Harbor Chamber of Commerce; Tohatchi (NM); On-site; USD 40,000 - 70,000; Part time

Job summary

The Greater Oak Harbor Chamber of Commerce seeks an Operations Manager to oversee daily operations, administer office functions, and support the Executive Director. The role focuses on coordinating programs, events, and member services while fostering collaboration among staff, volunteers, and community partners.

Key duties include improving processes, maintaining records, and guiding administrative staff. Occasional evenings and weekend work may be required to support events and programs.

Qualifications

• Three years of progressively responsible experience in office management, nonprofit administration, event management, or business operations preferred.
• Strong organizational and multitasking abilities are essential.
• Excellent communication and customer service skills are required.
• Experience coordinating volunteers, boards, and cross-department teams is a plus.

Responsibilities

• Coordinate day-to-day operations to ensure organizational efficiency.
• Support the Executive Director with strategic priorities and goals.
• Oversee staff calendars and project timelines to meet deadlines.
• Manage office administration, records, contracts, and vendor relationships.
• Plan and execute networking events and member services activities.

Skills

Office management

Nonprofit administration

Event management

Staff collaboration

Customer service

Tools

Microsoft Office

Google Workspace

Database management software

Job description

Position Summary

The Operations Manager is responsible for the day-to-day operations of the Greater Oak Harbor Chamber of Commerce and serves as the Executive Director's primary operational partner. This position ensures the efficient coordination of Chamber programs, office administration, Board support, networking events, and organizational projects while fostering collaboration among staff, volunteers, members, and community partners.

Essential Duties And Responsibilities

Organizational Leadership & Operations

• Coordinate the Chamber's day-to-day operations to ensure organizational efficiency.
• Work closely with the Executive Director to implement strategic priorities and organizational goals.
• Coordinate staff calendars and cross-departmental project timelines to ensure deadlines are met.
• Monitor the progress of Chamber initiatives and assist in keeping projects on schedule.
• Develop, document, and maintain standard operating procedures for Chamber programs and office functions.
• Recommend improvements to operational processes and organizational efficiency.
• Exercise independent judgment in resolving day-to-day operational issues while keeping the Executive Director informed of significant matters.
• Provide guidance and support to administrative staff, interns, and volunteers as assigned.

Office Administration

• Oversee office operations and administrative functions.
• Ensure the Chamber office provides a professional, welcoming environment for members and visitors.
• Maintain office equipment, supplies, and vendor relationships.
• Manage organizational records, contracts, and administrative files.
• Maintain and support Chamber operational software systems, databases, and digital platforms.

Member Services Support

• Assist the Membership Coordinator with membership recruitment, retention, and engagement initiatives as needed.
• Provide member assistance and customer service when the Membership Coordinator is unavailable.
• Support member onboarding and orientation activities.
• Collaborate with staff to ensure an exceptional member experience.

Programs & Networking Events

• Plan, coordinate, and execute the Chamber's networking luncheon series.
• Coordinate Business After Hours events in partnership with Chamber members and host businesses.
• Secure speakers, venues, sponsors, caterers, and other event partners.
• Develop event timelines and oversee event setup, execution, and breakdown.
• Evaluate networking programs and recommend improvements to increase member engagement.

Membership Directory

• Serve as the Chamber's primary staff liaison for the annual Membership Directory.
• Coordinate production schedules and deadlines with the publisher.
• Work with members to verify business information and directory listings.
• Coordinate with the Membership Coordinator and Graphic Designer to ensure accurate and timely publication.

Event Operations

• Collaborate with the Event Logistics Manager to ensure successful execution of Chamber events.
• Oversee onsite event operations, including setup, volunteer coordination, event flow, and teardown.
• Troubleshoot operational issues during events and provide leadership to staff and volunteers.
• Serve as the lead operational coordinator during Chamber events, resolving logistical issues and ensuring a positive experience for attendees, volunteers, sponsors, and vendors.

Board & Committee Support

• Provide administrative support to the Executive Director and Board of Directors.
• Prepare Board meeting agendas, packets, and supporting materials.
• Serve as the staff liaison to assigned Board committees.
• Track committee projects, action items, and follow-up assignments.
• Assist with implementation of Board-approved initiatives.

Tourism & Visitor Services

• Welcome visitors and provide information about Oak Harbor, Whidbey Island, Chamber members, and local attractions.
• Maintain visitor information displays and promotional materials.
• Promote Chamber members, tourism assets, and community events.

Other Duties

• Coordinate volunteers for Chamber programs and events.
• Maintain organizational calendars and scheduling.
• Support grant administration and special projects as assigned.
• Perform other duties as assigned by the Executive Director.

Qualifications

• Three years of progressively responsible experience in office management, nonprofit administration, event management, hospitality, or business operations preferred.
• Demonstrated ability to coordinate multiple projects and priorities simultaneously.
• Excellent organizational, communication, and customer service skills.
• Experience working collaboratively with volunteers, boards, committees, and community partners preferred.
• Proficiency with Microsoft Office, Google Workspace, and database management software.
• Valid Washington State driver's license.

Knowledge, Skills & Abilities

• Strong organizational and project management skills.
• Ability to lead projects and coordinate multiple departments simultaneously.
• Excellent written, verbal, and interpersonal communication skills.
• Strong customer service and relationship-building abilities.
• High level of professionalism, discretion, and sound judgment.
• Ability to work independently while fostering collaboration among staff and volunteers.
• Strong attention to detail and commitment to follow-through.
• Flexibility to work occasional evenings and weekends.

Physical Requirements

• Ability to lift and carry up to 40 pounds.
• Ability to stand, walk, and work outdoors during Chamber events.
• Ability to operate standard office equipment.

Reports To

Executive Director

Employment Status

• Part-Time
• Exempt or Non-Exempt: To be determined
• Occasional evening and weekend work required