Director of Executive Operations

WHO WE ARE:

Aviva Health is a dynamic and mission-driven federally qualified health center (FQHC). Committed to providing comprehensive and compassionate healthcare services, Aviva Health offers a holistic approach to care, addressing patients' medical, behavioral health, dental, and social service needs. As a vital healthcare resource in the community, Aviva Health fosters a collaborative and supportive work environment where dedicated healthcare professionals have the opportunity to make a meaningful impact on the lives of individuals and families. Join us at Aviva Health and be part of a team that is dedicated to making a difference in the lives of our patients and the community we serve.

BENFITS FOR THIS POSITION INCLUDE:

Comprehensive Medical, Dental, and Vision Coverage for employee and qualifying dependents

Paid Holidays and Paid Time Off (PTO)

403(b) Retirement with Employer Match

Tuition Reimbursement (for qualifying education)

Cell Phone Allowance

POSITION PURPOSE:
The Director of Executive Operations is a senior leadership role responsible for overseeing operational functions for the C-Suite, driving strategic initiatives, and ensuring effective governance coordination. This position provides leadership and supervision to administrative, project management, and contract management staff while ensuring that executive priorities are executed efficiently, compliantly, and in alignment with the mission of the community health center.

Reporting to the Chief of Staff, the Director serves as a central hub for administrative operations, cross-departmental projects, board governance processes, and contracting activities. The Director may act on behalf of the Chief of Staff when designated, ensuring continuity of executive operations and leadership support.

ESSENTIAL FUNCTIONS:

Serve as a strategic partner to the Chief of Staff supporting the C-Suite on organizational priorities, risks, and operational challenges.

Support executive decision-making through data analysis, research, and briefing materials.

Coordinate executive communications and initiatives across departments.

Lead special projects, organizational assessments, and process improvement efforts.

Ensure alignment between executive initiatives and organizational strategic goals.

Serve as Acting Chief of Staff when designated, ensuring continuity of executive operations and leadership coordination.

Directly supervise administrative staff, project managers, and contract managers.

Set performance goals, provide coaching, and conduct 30-, 60-, and 90-day check-ins and annual performance evaluations.

Build and maintain a high-performing, service-oriented team that supports executive priorities.

Identify professional development needs; create growth opportunities for team members.

Ensure workload balance, clear role definitions, and efficient workflows.

Manage all aspects of board and committee operations in coordination with the Chief of Staff, Chief Executive Officer (CEO), and board leadership.

Ensure timely preparation and distribution of board materials, agendas, and supporting documentation.

Act as the recording secretary for the Board of Directors; manage scheduling and attendance at all board meetings, recording and preparation of minutes, and tracking board actions, resolutions, and follow-up items to ensure completion.

Maintain governance calendars, rosters, bylaws, policies, and official records.
Serve as liaison between the executive team and board members on governance matters.

Lead the planning, coordination, and execution of high-priority strategic and operational initiatives on behalf of the Chief of Staff, CEO, and executive leadership team.

Establish and maintain project management frameworks, tools, and reporting processes across the organization.

Oversee a portfolio of executive-level projects, ensuring milestones, budgets, and deliverables are met.

Facilitate cross-departmental collaboration to remove barriers and keep projects on track.

Prepare executive dashboards, status reports, and presentations for leadership and board review.

Oversee development, review, execution, and monitoring of vendor, consultant, and partner agreements.

Ensure contracts comply with federal, state, and local regulations, including requirements applicable to community health centers.

Establish and maintain contract management systems, templates, and workflows.

Coordinate with legal counsel, finance, compliance, and department leaders on contract terms and risk mitigation.

Monitor contract performance, deliverables, and renewal timelines.

QUALIFICATIONS:

Bachelor’s degree in healthcare administration, business administration, public health, or a related field.

Minimum of 7–10 years of progressively responsible experience in operations, project management, or executive support roles.

At least 3–5 years of supervisory or management experience.

Demonstrated experience managing complex, cross-functional projects.

Experience with contract management, vendor relations, or procurement processes.

Strong understanding of governance structures in nonprofit or healthcare settings.

Able to apply various methodologies for strategic planning and execution

Demonstrated ability to provide leadership and effective staff development

Strong organizational and process improvement abilities

Excellent communication and stakeholder management skills

Service oriented (both internal and external)

Works with confidential information with the highest degree of integrity and discretion

Experience in a Federally Qualified Health Center (FQHC) or community health setting preferred.

Project management certification (PMP, CAPM, or equivalent) preferred.

Familiarity with HRSA, Medicaid, or other healthcare regulatory requirements preferred.

WORKING CONDITIONS:

Must be able to perform the following physical requirements with or without an accommodation:

Remain in a stationary position frequently throughout the day to perform administrative duties.

Move or traverse occasionally throughout the day in the office.

Operate equipment frequently throughout the day: computer and other general office equipment.

Ability to communicate information and ideas clearly and accurately so others will understand; ability to interact with people clearly.

Able to move or transport up to 10 pounds when transporting laptop or other equipment needed to perform the essential functions of the job.

Work indoors in heat-controlled environment 100% of the day.

OSHA Exposure Category – Category #2: The normal work routine involves no exposure to blood, body fluids, or tissues.

In-person work during normal business hours with periodic remote work and periodic work outside of normal business hours.

Some travel for meetings, trainings, and conferences; use of company or personal vehicle.