Operations Manager

Multiplier; San Francisco (CA); Remote; USD 95,000 - 115,000; Full time

Benefits offered by this job

Medical and dental benefits

Retirement savings

Generous vacation and sick leave

Job summary

Mosaic is seeking an Operations Manager to lead administrative, systems, and operational management for our climate and environmental health initiatives. You will support grantmaking, development, and programmatic work, coordinating with the CEO and senior staff in a fast-paced, fully remote setting.

The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while upholding confidentiality.

Qualifications

• 5+ years of experience in a support role; nonprofit/philanthropy experience a plus
• Strong analytical and problem-solving skills
• Excellent interpersonal and written/verbal communication
• Ability to handle confidential information with discretion
• Self-starter who can manage multiple requests in a fast-paced environment

Responsibilities

• Manage Salesforce to keep grantee info up to date and ensure staff usage
• Organize and maintain Dropbox; transition materials to Google Drive and keep documents accessible
• Support CEO and Program Officer with operations and finances; track expenses and budgets
• Develop donor-facing materials and coordinate meetings; ensure Salesforce and CEO notes are synced
• Respond to routine grant inquiries and pull key events to share with the team
• Track NetSuite invoices and ensure timely payments; store invoices securely
• Coordinate events and meetings, travel, catering, AV, and vendor management
• Provide back-office support for webinars and networking calls
• Manage onboarding/offboarding, PTO, and staff evaluations; maintain confidentiality
• Support remote office policy development and CEO calendar management
• Prepare materials for high-priority meetings and ensure smooth logistics

Skills

Microsoft Office

Google Drive

Attention to detail

Communication

Problem solving

Tools

Salesforce

Dropbox

Microsoft Office

Job description

Operations Manager

Department: Mosaic

Employment Type: Permanent - Full Time

Location: Remote

Compensation: $95,000 - $115,000 / year

Description

About the Organization:

Mosaic is a national collaborative funder and field catalyst that boosts the collective power of climate, conservation, and environmental health and justice movements in the United States to achieve durable, population-scale wins. Directed by a Leadership Council of diverse and representative grassroots, NGO, and philanthropic leaders from across the country, Mosaic bolsters four key pillars of infrastructure necessary for transformative movements: Strong and resilient networks and coalitions rooted in trust; a deep bench of diverse, highly skilled leaders; advocacy tools and training for large-scale mobilization; and powerful, norm-shifting narratives. Mosaic has committed $32M in grant funding since 2020 to support collaborative projects and coordinated resources that are strengthening alliances, driving policy wins, shifting narratives, and galvanizing large-scale action.

Impact is at the heart of Mosaic’s mission. As one of the only national collaborative funds exclusively focused on building movement infrastructure – the connections and shared resources all movements need – Mosaic is committed to building the power necessary for lasting environmental and social change. A stable climate, clean air and water, healthy communities, and thriving natural systems all hang in the balance during this critical decade. Mosaic was created in response to a collective recognition that, although the U.S. environmental movement has achieved historic victories, the pace and scale of the challenge we face demand even more. The environmental movement will only achieve climate and environmental goals with a stronger, better-connected movement that is capable of driving and sustaining meaningful change.

Position Summary:

Mosaic's Operations Manager will lead & proactively organize the administrative, systems & operational management of the project to support the growing needs of Mosaic as well as support grantmaking, development and programmatic work in this pivotal year ahead. The Operations Manager is a collaborative, solutions-oriented self-starter who plays a critical role in a dynamic project by supporting the Chief Executive Officer with high-level administrative support.

Primary Responsibilities

• Manage Salesforce and ensure that our grantee info is up to date: Keep org contact information, staff changes, reporting requirements, grant status, previous applications and email correspondence up to date on Salesforce. Ensure all relevant staff are using Salesforce in alignment with expectations.
• Manage Dropbox and ensure info is up to date, and organized. Transition materials to Google Drive, and ensure google drive is up to date, well managed and documents are accessible.
• Support CEO & Program Officer with Operations and & Finances:
  • Support team Budget and Operations meetings.
  • Keep track of consultant and license expenses using internal Finance Dashboard for ease of information come budgeting.
  • Track and process CEO's Expenses; Track Wells Fargo expenses and ensure they are coded accordingly
  • Keep track of monthly expenses and approve accordingly, ensuring receipts are attached and stored in Dropbox when necessary. Ensure subscription payments are made and the correct amounts, keep an eye out for potential cost cuts on licenses.
• Development - as needed: support project management, follow up and preparation for meetings with donor partners. Ensure spreadsheet and Salesforce are synced up with CEO’s notes and next steps.
• Regularly check and respond to the info inbox: Respond to routine grantmaking inquires with standard language, flag any unique opportunities or outreach, read through newsletter in inbox and pull any important events or information to share with the broader team.
• Track NetSuite invoices and ensure consultants/ vendors are paid: Make payment, track on finance dashboard and store invoices in consultant specific Dropbox folder. Ensure payments are made before due dates and expedited if necessary
• Events Planning: Responsible for managing multifaceted program logistics for local and offsite meetings and conferences, including managing look, feel, experience and flow, web presence, travel, catering, AV, setting up, and breaking down rooms for the meetings, and all vendors.
  • Team Retreats; Leadership Council Meetings; Other gatherings as discussed
• Provide back-office support to webinars and networking calls: Eg. Menti polls, setting up webinars, managing slides, recording attendance and chat content and storing in Dropbox accordingly.
• Personnel Support:
  • Work with CEO to Manage Offer Letters,
  • Process approved PTO requests, invoices, contracts
  • Manage Onboarding and Offboarding of Staff & Consultants as needed
  • Manage Evaluation Process Annually - ensure staff are clear on deadlines and expectations
• Support CEO in development and operationalization of remote office policy
• Manage CEO’s calendars to priorities (surfacing questions, getting aligned on tradeoffs, ensuring enough space/travel time between things, etc.)
• Ensure CEO has necessary materials, printed or virtual, for high-priority meetings

The Ideal Candidate

You are a highly organized, proactive, and resourceful professional who thrives in a dynamic, fast-paced environment. You bring exceptional administrative, operational, and problem-solving skills, with the ability to anticipate needs, manage competing priorities, and keep systems and processes running smoothly. You are a collaborative team player who builds strong relationships, exercises sound judgment and discretion, and approaches challenges with initiative and a solutions-oriented mindset. You take pride in your attention to detail, adaptability, and commitment to excellence, while bringing flexibility, enthusiasm, and a sense of humor to your work. Above all, you are passionate about Mosaic’s mission and excited to support its growth and impact.

Specific Experience Requested:

• 5+ years of experience in a support role with demonstrated track record of success; exposure to and interest in the environmental field, the philanthropic and/or nonprofit sector a plus
• Interest, comfort, and strength working in a dynamic “startup” environment
• Excellent analytical and problem-solving skills
• Ability to represent the organization professionally; maintaining confidentiality and handling of sensitive matters with discretion and diplomacy
• Excellent interpersonal skills and the ability to build relationships with stakeholders
• Self-starter; highly motivated and resourceful team-player able to manage multiple requests and conflicting priorities under deadline in a fast-paced environment
• Strong judgment; able to think and work independently, multi-task, prioritize, and follow through to effectively manage workflow
• Strong organizational skills with attention to detail, accuracy, protocol, and a commitment to high quality work
• High fluency with Microsoft Office, Google Drive and proficiency using online databases;
• Previous Salesforce experience a plus
• Experience and comfort with minor troubleshooting for computer, printer, smartphone, or other equipment issues; request IT service and support
• Forward-looking thinker who actively seeks opportunities and proposes solutions
• Passion for Mosaic’s mission
• Flexibility and sense of humor
• Previous experience working with Mosaic required.

Workplace, Compensation & Application

Workplace & Travel: All employees work from home offices with occasional travel (1-2 times per year) for all-team in-person meetings.

Compensation: Mosaic andMultiplier provide a comprehensive compensation package, including competitive salary ($95k - 115k annual salary), excellent medical and dental benefits, retirement savings, and generous vacation and sick leave policy.