CEO Office Operations Specialist

Inside the Role
Reporting to the CEO Support Manager, the CEO Office Operations Specialist serves as the executive assistant to the President and CEO and supports the day-to-day operation of the CEO Office. The role is grounded in senior-level executive support, with hands-on management of the CEO's calendar, complex domestic and international travel, expenses, approvals, administrative processes, meeting logistics, and day-to-day office requirements. These detailed and recurring responsibilities are central to the position and are personally owned by the successful candidate.
The Operations Specialist title reflects the judgment, coordination, process ownership, and end-to-end accountability required to operate an effective CEO Office. It does not change the administrative foundation of the role. The successful candidate will take pride in exceptional executive support while also improving workflows, maintaining shared systems, coordinating coverage, and anticipating operational needs.
The role provides significant autonomy within clearly understood priorities and decision boundaries. It requires confidentiality, sound judgment, exceptional follow-through, and the ability to respond effectively to changing priorities, urgent requests, and executive travel changes. Time-sensitive matters may occasionally require attention outside standard business hours, balanced with proactive planning, disciplined judgment regarding urgency, and reliable coverage.
The CEO Office operates as an integrated team led by the CEO Support Manager, with both the CEO Office Program & Project Manager and CEO Office Operations Specialist reporting to this role. Each has distinct but complementary responsibilities, with shared accountability for effective support of the President and CEO. Success requires close collaboration, open communication, early information sharing, and a team-first approach.
Together, the team manages operational complexity and creates the conditions for the CEO to focus on DTNA's most critical strategic, leadership, and stakeholder priorities.
If this role and environment sound enticing to you, we look forward to receiving your application!
Posting Information
We provide a scheduled posting end date to assist our candidates with their application planning. While this date reflects our latest plans, it is subject to change, and postings may be extended or removed earlier than expected.
We Take Care of Our Team
Position offers a starting hourly pay of $41.35 - $52.88 HR USD
Pay offered dependent on knowledge, skills, and experience​ ​
Benefits include 401k company contribution with company match up to 6% as well as non-elective company contribution of 3 - 7% depending on age; starting at 4 weeks paid vacation; 13+ calendar holidays; 8 weeks paid parental leave; employee assistance program; comprehensive healthcare plans and wellness programs; onsite fitness (at some locations); tuition assistance and volunteer paid time off; short-term and long-term disability plans.
What You Drive at DTNA
The Operations Specialist is expected to take end-to-end ownership of the following responsibilities, from initial request through completion:
Executive Support and Daily Operations
Own the operational management and integrity of the CEO's highly dynamic calendar, translating priorities, meeting requests, and context provided by the CEO, CEO Support Manager, and other stakeholders into accurate and well-coordinated calendar execution. Anticipate scheduling and logistical needs, sequence commitments, resolve routine conflicts, protect preparation and execution time, and ensure calendar entries contain complete information. Align decisions affecting strategic priorities or key internal and external stakeholders with the CEO Support Manager.
Lead end-to-end planning and execution of domestic and international travel, including complex, time-sensitive itineraries, commercial and charter arrangements, hotels, ground transportation, real-time changes and contingencies, and recommendations that balance efficiency, cost, security, and executive priorities.
Own the timely and accurate completion of the CEO's expense reports and other recurring administrative workflows, as well as expense reports and other requests routed to the CEO for approval. Collect required information, resolve exceptions, track dependencies, and close the loop with stakeholders.
Manage visitors, executive meeting logistics, hospitality, and day-to-day office requirements with professionalism and discretion.
Serve as a primary administrative point of contact for the CEO Office, engaging internal and external stakeholders with professionalism, discretion, responsiveness, and sound judgment.
Exercise sound judgment in determining which matters can be handled independently and which require alignment with the CEO, CEO Support Manager, or responsible functions.
CEO Office Integration and Continuity
Maintain transparent information flow and accurate shared systems, records, contacts, trackers, and planning materials, promptly communicating changes, requests, conflicts, commitments, risks, and decisions that may affect the CEO or CEO Office.
Support executive meetings, customer engagements, Board activities, leadership gatherings, and other CEO-sponsored events.
Serve as a role model and trusted resource within DTNA’s administrative professional community, demonstrating high standards of executive support, collaboration, judgment, discretion, and operational excellence. Provide guidance, share effective practices, and help colleagues navigate process and coordination challenges.
Work closely with Executive Assistants and administrative colleagues across DTNA to resolve scheduling, process, coverage, and coordination challenges, seeking practical solutions that balance the needs and priorities of the CEO, other executives, and key stakeholders.
Convene the DTNA administrative-assistant network to strengthen connectivity, professional development, and continuous improvement across the administrative community.
Maintain clear coverage plans and complete handoffs for vacations, travel, illness, and other absences, proactively coordinating coverage as needed so essential activities continue without disruption.
Processes, Records, and Business Support
Route contracts, purchase requests, and other authorization requests for appropriate internal review before obtaining CEO approval.
Handle sensitive, confidential, and proprietary information; maintain confidential files and records; and release information with appropriate discretion.
Document key processes, strengthen operating practices, and support compliance with DTNA's record-retention requirements.
Create purchase requisitions; monitor purchase orders; submit invoices; and work with Finance/Controlling, vendors, and Accounts Payable to resolve billing issues.
Prepare documentation and reports, including non-disclosure agreements, and manage office, supply, and IT-equipment needs.
Foster Customer Orientation and a One Team, Best Team mindset within the area of operation.
Knowledge You Should Bring
Demonstrated int

Skills
Documentation