Executive Operations Manager & Assistant to the CEO

Big Brothers & Big Sisters Of Colorado Inc; Denver (CO); On-site; USD 85,000 - 110,000; Full time

Job summary

The Executive Operations Manager & Assistant to the CEO at Big Brothers Big Sisters Of Colorado Inc provides high-level administrative support to the CEO, managing the calendar, travel, fundraising, governance projects, and day-to-day office operations.

The role also partners with cross-functional teams and the Senior Director of Systems Strategy & Organizational Effectiveness to streamline processes, documentation, technology, and program execution across the organization.

Qualifications

• Minimum 5–7 years of progressive experience in executive support, office management, or operations.
• Experience supporting C-suite executives and Boards of Directors.
• Experience supporting CRM systems, data entry, or cross-functional initiatives.
• Strong written and verbal communication; excellent interpersonal skills.

Responsibilities

• Manage CEO calendar, travel planning, and meetings; prepare materials for board governance and fundraising initiatives.
• Coordinate Executive Board communications, agendas, minutes, and onboarding/offboarding of board members.
• Oversee office operations: procurement, vendor relations, IT liaison, and process improvements.
• Support CRM/donor initiatives (Salesforce, Matchforce) and related documentation.
• Maintain project trackers and SOPs; contribute to workflow automation and knowledge transfer.

Skills

Organizational skills

Time management

Discretion

Written & verbal communication

Interpersonal skills

Cross-functional collaboration

Process improvement

Tech-savvy

Office software

Education

Bachelor’s degree in business administration or related field

Equivalent combination of education and professional experience

Tools

Salesforce

Matchforce

Microsoft Office / Copilot

Power Automate

Zapier

Google Workspace

Zoom

Canva

Job description

The mission of Big Brothers Big Sisters of Colorado (BBBSC) is to create and support mentoring relationships that ignite the power and promise of youth. Our vision is for all youth to reach their potential. This is accomplished through partnering with youth mentees, parents/guardians, volunteers, local communities, and caring philanthropists. We are accountable for each child in our program achieving: higher aspirations, greater confidence, and better relationships, increased sense of belonging and community/school engagement, which contributes to improved mental health, avoidance of risky behaviors, and educational successOur values are: Belonging, Resilience, Accountability, Vision, and Empathy (BRAVE)We are committed to ensuring that every employee has the resources, support, and opportunities they need to succeed, excel in their role, and make a lasting impact at BBBSC. Our organization is dedicated to fostering a safe and respectful environment where all individuals feel valued and empowered. We set clear expectations and provide the tools needed for every team member to contribute meaningfully to our shared mission. We strive to create a workplace where everyone feels a sense of value and is equipped to make a positive impact in the community.Business Goals and KPIs by end of FY25:1,640 Youth ServedSustainable $4M revenue budgetBig Vision 2:Every youth served graduates with a plan for their future and a mentor who has impacted them for a lifetimeJob Summary:The Executive Operations Manager & Assistant to the CEO provides high-level administrative support to the Chief Executive Officer by managing a complex schedule of board governance, fundraising, community engagement, travel, and organizational priorities while overseeing day-to-day office operations. The role also provides administrative support for approved cross-functional initiatives - including office operations, people and culture, and systems-related projects under the direction of the Senior Director of Systems Strategy & Organizational Effectiveness - to help ensure organizational priorities remain coordinated, efficient, and well supported through documentation, process improvement, technology, and administrative coordination.Essential Duties and Responsibilities:1. Executive Assistant to the CEO (40%)Serve as the primary point of contact for all matters related to the CEO, managing sensitive and confidential communication with discretion.Proactively manage the CEO’s calendar, including scheduling and prioritizing internal and external meetings and events.Oversee travel planning and logistics for the CEO and other staff, including flights, accommodations, conference registrations, and per Diem. Includes regular travel planning for the LAA Conference, BBBSA National Conference, and other engagements.Track and document CEO outreach and advocacy efforts.Administrative coordination, formatting, proofreading, and logistical support for presentations, speaking engagements, and internal initiatives.Assist with preparation and coordination of materials for internal meetings, Executive Board meetings, and CEO-led initiatives.Collaborate with the Marketing Team to ensure branded materials and presentations are available and customized for stakeholder meetings.Coordinate logistics and communication for CEO-led events and appearances.2. Board of Directors Administrative Management (10%)Serve as administrative liaison to the Executive Board of Directors, ensuring seamless communication and logistics.Schedule and support Executive Board committee meetings, including supporting preparation of agendas and meeting packets. This includes all communications and logistics for Executive Board meetings.Manage board calendars and support logistics for retreats, meetings, and recognition events.Facilitate the administrative functions of onboarding and offboarding Board members, including background checks, BBBS training, Basecamp training and maintenance, and updating meeting minutes.Collect and maintain an organized repository of detailed Executive Board records/documents including rosters, charters, meeting minutes, accountability documents, and committee memberships.3. Office Management & Operations (50%)Oversee general office operations, ensuring that systems, supplies, and space meet organizational needs.Manage procurement and inventory of office supplies, business cards, key cards, and other operational tools, including maintaining vendor relations, creating an asset tagging system and clear lines of communication with company reps and portal access, providing analysis of current contractual obligations and timelines; suggests or recommends options including maintaining current contract or changing vendor/contract.Support the primary IT liaison in hardware, software and system administration, coordination, and communication as needed.Manage the procurement process, including vendor relationships and manage office service contracts in coordination with the VP of Finance.Monitor and respond to inquiries via general administrative email accounts and VOIP phone system.Maintain a welcoming, safe, and inclusive front office and common areas.Establish and maintain systems for office cleanliness, safety, organization, and compliance.Collaborate on and implement operational policies and process improvements to drive efficiency and effectiveness.Support approved cross-functional systems, documentation, and process improvement initiatives under the direction of the Senior Director of Systems Strategy & Organizational EffectivenessAssist with light administrative support related to Salesforce, Matchforce, fundraising initiatives, gift entry, documentation, and other organizational projects as assigned.Maintain project trackers, administrative documentation, standard operating procedures, and related records to support organizational consistency and knowledge transfer.Collaborate on evaluating and implementing approved administrative workflow improvements, automation opportunities, and productivity tools that improve efficiency and support office operations.QualificationsExperience:Minimum of 5-7 years of progressive experience in executive support, office management, or operations - preferably in a nonprofit, education, or mission-driven organization.Experience supporting C-suite executives and working closely with the Boards of Directors is strongly preferred.Prior experience supporting management of vendor relations and office technology systems is highly valued.Experience supporting CRM systems, business process improvements, documentation, or cross-functional organizational initiatives through administrative coordination, data entry, or project support is highly valued.Skills & Competencies:Exceptional organizational, time management, and multitasking skills.High level of professionalism and discretion in handling confidential information.Strong written and verbal communication skills.Excellent interpersonal skills with the ability to interact effectively with internal and external stakeholders.Tech-savvy with proficiency in Microsoft Office Suite, Google Workspace, Zoom, ChatGPT, Canva or other presentation software and general office software/systems.Ability to work independently and take initiative while also collaborating cross-functionally.Strategic and critical thinker with a strong process and continuous improvement mindset.Demonstrates sound judgment, confidently prioritizes competing requests, and professionally reinforces established processes and expectations.Able to work onsite in BBBSC’s Denver office 2-3 days per week or as necessaryPreferred:CRM or data-entry experience.Microsoft Copilot, Power Automate, Zapier, or similar AI/workflow automation experience preferred.Experience documenting workflows and SOPs.Education:Bachelor’s degree in business administration, Nonprofit Management, Communications, or a related field preferred. Equivalent combination of education and professional experience will be considered.Ideal CandidateThe ideal candidate is organized, proactive, emotionally intelligent, and comfortable working in a fast-paced environment. They demonstrate sound judgment, confidently prioritize competing requests, reinforce established processes, communicate professionally, and maintain appropriate role boundaries while delivering exceptional executive and administrative support.Transition Period:0-60 days: Primary focus on CEO support, Executive Board of Directors support, and learning core office operations and organizational procedures.60-90 days: Transition into full office management responsibilities while continuing to support the CEO and Executive Board.90+ days: Gradually assume approved administrative support for Salesforce, Matchforce, donor and alumni engagement, documentation, automation, and other cross-functional initiatives under the direction of the Senior Director of Systems Strategy & Organizational Effectiveness.Physical Demands:This position is regularly required to sit, stand, walk, speak, and hear. The position requires extensive computer use so the employee must have sufficient hand dexterity to use a computer keyboard and be capable of reading a computer screen. Reasonable accommodation may be made to enable otherwise qualified individuals with disabilities to perform the essential functions.Limitations and Disclaimer:This job announcement in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.Requirements are representative of minimum levels of knowledge, skills, and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an “at-will” basis.