Executive Office and Operations Manager

FlexProfessionals

Boston (MA)

Hybrid

USD 70,000 - 80,000

Full time

14 days+

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Benefits offered by this job

Competitive benefits including health, dental, and vision

401(k)

HSA

PTO accrued based on tenure

Job summary

A nonprofit organization in Boston is seeking an Executive Office and Operations Manager to support the CEO in executing strategic vision and managing operations. The ideal candidate should have over 7 years of experience in operations and executive management, proficiency in tech platforms like Asana and Salesforce, and strong communication skills. This full-time position offers a hybrid work schedule, competitive benefits, and the opportunity to make a meaningful impact in philanthropy.

Qualifications

Minimum 7 years’ experience in operations & executive management or relevant field.
Mastery with tech platforms such as Adobe Pro and Asana.
Prior experience working closely with CEO and Board members.

Responsibilities

Oversee all elements of the CEO responsibility to sustain executive-level relationships.
Coordinate documentation and implementation of operational assessments.
Act as the liaison with office building management for maintenance needs.

Skills

Operations management

Executive management

Time management

Tech platforms proficiency

Strong communication

Tools

Adobe Pro

Asana

Salesforce

Job description

Base pay range

$70,000.00/yr - $80,000.00/yr

Hours/Schedule: FT, 40 hours/week, M-F, 9am -5pm ET

Benefits: Competitive benefits including health/dental/vision and 401 K. Additional benefits include HSA and PTO accrued based on tenure.

Job Type: Direct Hire

Location Requirements: Hybrid, 3 days/week onsite and 2 remote. Thursdays are mandatory in-office and the role is expected to align with the in-office schedule with CEO.

Diverse and vibrant membership association of highly engaged philanthropic organizations and nonprofits that fosters collaboration, provides training, and connects funders to grantees to improve Massachusetts' overall philanthropy seeks an Executive Office and Operations Manager to play a pivotal role in supporting the CEO.

Job Description

The Executive Office and Operations Manager plays a pivotal role in supporting the CEO in executing the organization’s strategic vision and ensuring the efficient functioning of the organization’s operations. This position requires executive leadership, operations management, human resources, and technology oversight expertise. The ideal candidate has 7+ years’ experience, is a systems thinker who thrives in detail-oriented environments and enjoys creating solutions that streamline workflows and enhance organizational impact.

Responsibilities

Chief Executive & Board Support: Oversee all elements of the CEO responsibility to sustain essential executive level relationships & reinforce strong workflows throughout the organization.
- Calendar management for CEO, enabling her ability to prioritize key bodies of work while balancing competing requests for her time. This includes complex scheduling, creating agendas, preparing meeting materials, and other activities as relevant.
- Support Board of Directors related activities: arrange Board and Committee meetings, compile materials, handle meeting logistics, and record minutes.
- Coordinate members follow‑up and engagement with CEO to maintain and enhance strong relationships with key partners.
- Support CEO’s written communication and draft emails and messages to internal/external stakeholders.
- Support the CEO in implementing the organization’s strategic vision, including managing the development and documentation of internal processes and procedures, ensuring consistency and alignment with organizational goals.
  - Coordinate documentation and successful implementation of recent organizational assessment.
  - Develop and maintain a platform‑based organizational calendar and planning system (e.g., Asana, Monday) that ensures greater accountability and transparency across all function areas.
  - Identify operational inefficiencies and address effective solutions in a timely manner.
  - Serve as the primary point of contact for the organization’s external IT provider to resolve technology issues promptly, provide staff support, and ensure smooth functioning of systems.
  - Coordinate with lead staff the organization’s website and CRM process, ensuring timely updates, accurate content, and streamlined user experiences for internal and external stakeholders.
  - Conduct regular assessments of operational workflows and recommend productivity and cost improvements.
Maintain core operations for personnel and physical office space, including:
- Act as the liaison with office building management to address maintenance needs, security protocols, and operational concerns.
- Document and support hiring manager onboarding process for new hires, ensuring digital and physical workspaces are prepared prior to their start date.
- Collaborate with hiring managers to develop and implement recruiting, onboarding, and retention systems that align with organizational values and needs. Ensure personnel policies comply with federal and state regulations, updating the personnel manual as needed in coordination with the CEO. Coordinate with hiring manager to support all new hires ensuring organizational policies, procedures, and systems are addressed throughout the hiring process.
- Oversee operational administrative activities: stock office supplies, conduct equipment maintenance, manage vendor relationships to ensure efficient procurement and fulfillment processes; oversee the collection and distribution of mail; ensure shared office spaces to maintain a clean, professional, and welcoming environment for staff and guests; coordinate logistics for meetings, including scheduling, material preparation, and setup of meeting spaces (outside of programming/events).

Qualifications

Minimum 7 years’ experience in operations & executive management or relevant field.
Mastery with tech platforms, including Adobe Pro, Asana (or similar), Salesforce and others.
Prior experience working closely with CEO/ED, executive leadership, and Board members.
Time management skills to create timelines, meet deadlines, and problem‑solve.
Ability to prioritize responsibilities and effectively communicate those priorities “up” to organizational leadership.
Ability to work collaboratively across organizational departments and teams.
Strong written and oral communication skills.
Ability to exercise discretion regarding confidential matters is essential.
Analyzing data to develop business intelligence, preferred.
Prior operations management experience in a nonprofit setting, preferred.

FlexProfessionals respects and seeks to empower each individual and support the diverse cultures, perspectives, skills, and experiences of its candidate network. FlexProfessionals does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, non‑disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by appropriate law. The candidates whose resumes are shared with our business clients are selected on the basis of qualifications, merit, and business needs.

Seniority Level