Executive Operations Manager

Harlem Children's Zone; Northern, New York (KY, NY); Hybrid; USD 60,000 - 70,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Employee referral bonus

Career advancement

No-cost health insurance

Life Insurance

Disability insurance

Wellness discounts

Commuter benefits

Financial wellness perks

Discounts on flights, hotels, theme-pp

Job summary

Harlem Children's Zone is seeking an Executive Operations Manager to partner with the Managing Director of Core Operations. This role leads operational execution across Facilities, IT, Safety, and Food Services, while coordinating priorities and reporting progress.

The ideal candidate brings 5+ years in executive operations, strong communication, and proven ability to manage multiple projects in a fast-paced environment. Excellent problem solving and stakeholder management are essential.

Qualifications

• Bachelor's degree in Business Administration, Public Administration, Operations Management, Project Management, or related field preferred.
• 5+ years of progressively responsible experience in executive operations or related field.
• Ability to manage multiple projects and competing priorities in a fast-paced environment.
• Strong analytical and problem-solving skills with the ability to synthesize information and identify solutions.
• Excellent written and verbal communication skills.
• Strong organizational, project management, and stakeholder-management skills.
• Experience with presenting, reporting, dashboards, and meeting materials.

Responsibilities

• Serve as an operational partner to the Managing Director, supporting coordination and execution of key priorities.
• Manage the MD's calendar and scheduling around departmental and organizational priorities.
• Prepare presentations, reports, correspondence, briefings, and executive materials.
• Coordinate meetings, develop agendas and materials, capture decisions and actions, and support follow-through.
• Support departmental communications and maintain organized records and documentation.
• Develop and maintain project plans, timelines, milestones, and action-item trackers.
• Coordinate work across Facilities, IT, Safety, Food Services, and other stakeholders.
• Maintain dashboards and reporting tools to track priorities and progress.
• Identify risks, dependencies, and elevate issues as appropriate.
• Support follow-through and accountability across initiatives.

Skills

Executive operations

Project management

Stakeholder management

Analytical thinking

Calendar & meeting coordination

Presentation prep

Dashboard reporting

Communications

Problem solving

Strategic thinking

Education

Bachelor's degree in Business Administration or related

Tools

Microsoft Office Suite

Project management tools

Job description

Harlem Children's Zone, Inc. (HCZ) is a multi-site, multi-program community organization providing a comprehensive network of education, social and health services, and recreation to more than 21,000 children and adults in Central Harlem.

HCZ is seeking a highly organized, strategic, and solutions-oriented Executive Operations Manager to serve as an operational partner to the Managing Director of Core Operations. The Executive Operations Manager supports the execution of priorities and cross-functional initiatives across Facilities, Information Technology, Safety, Food Services, and related functions.

This role combines executive operations, project management, meeting and communication coordination, departmental reporting, and continuous improvement to help ensure priorities move effectively from planning through execution. The Executive Operations Manager reports directly to the Managing Director of Core Operations.

• Bachelor's degree in Business Administration, Public Administration, Operations Management, Project Management, or a related field preferred.


• 5+ years of progressively responsible experience in executive operations, project management, operations, executive administration, or a related field.


• Demonstrated ability to manage multiple projects and competing priorities in a fast-paced environment.


• Strong analytical and problem-solving skills with the ability to synthesize information and identify solutions.


• Excellent written and verbal communication skills.


• Strong organizational, project management, and stakeholder-management skills.


• Proficiency in Microsoft Office Suite and project management or tracking tools.


• Experience preparing presentations, reports, dashboards, and meeting materials.


• Project management certification preferred but not required.

Who You Are

• Committed to HCZ's mission and the communities we serve.


• Highly organized, detail-oriented, and able to manage competing priorities.


• A proactive problem solver who anticipates needs and follows through on commitments.


• A strong communicator who can work effectively across teams and organizational levels.


• Skilled at building relationships and coordinating work across multiple stakeholders.


• Comfortable using data, trackers, and reporting tools to monitor progress and support decision-making.


• Able to exercise sound judgment and maintain confidentiality.


• Adaptable, resourceful, and comfortable working in a fast-paced environment.

What You'll Do

Executive Operations & Coordination

• Serve as an operational partner to the Managing Director, supporting the coordination and execution of key priorities.


• Manage the Managing Director's calendar and coordinate scheduling around key departmental and organizational priorities.


• Prepare presentations, reports, correspondence, briefings, and other executive materials.


• Coordinate meetings, develop agendas and materials, capture key decisions and action items, and support timely follow-through.


• Support departmental communications and maintain organized records and documentation.

Project Management & Departmental Reporting

• Manage assigned projects and cross-functional initiatives from planning through execution.


• Develop and maintain project plans, timelines, milestones, and action-item trackers.


• Coordinate work across Facilities, Information Technology, Safety, Food Services, and other stakeholders as needed.


• Maintain departmental dashboards and reporting tools to track priorities, deliverables, and progress.


• Identify risks, barriers, and dependencies and elevate issues as appropriate.


• Support the Managing Director in monitoring follow-through and accountability across key initiatives.

Operational Initiatives & Continuous Improvement

• Coordinate departmental meetings, events, retreats, leadership institutes, and special initiatives, including logistics, vendors, materials, and communications.


• Support procurement, purchasing, invoice tracking, onboarding, and other departmental administrative processes as needed.


• Identify opportunities to improve workflows, tracking systems, communication, and operational efficiency.


• Support implementation of process improvements and maintain systems that strengthen departmental organization and execution.


• Perform additional related duties and support priority initiatives as assigned.

As a member of the Harlem Children's Zone team, you will join a supportive and inclusive community dedicated to helping children, families — and our staff — thrive. We offer highly competitive salaries, a comprehensive benefits package, and opportunities for growth.

Our exceptional full-time benefits include:

• Highly competitive base salaries


• Paid time off


• Employee referral bonus


• Career advancement


• No-cost health insurance


• Life Insurance


• Short-and long-term disability


• Additional voluntary benefits


• Wellness discounts
  
• Commuter benefits


• Financial wellness perks


• Additional Benefits (Discounts on flights, hotels, theme parks, concert tickets, and more.)

The annual salary range for this position is $60,000 -$70,000 per year. Harlem Children's Zone is an Equal Opportunity Employer.