FlexProfessionals · 2 weeks ago
Executive Office and Operations Manager
Boston, MA
Full-time
Hybrid
Senior Level
$70K/yr - $80K/yr
7+ years expFlexProfessionals is a diverse and vibrant membership association of philanthropic organizations and nonprofits. They are seeking an Executive Office and Operations Manager to support the CEO in executing the organization’s strategic vision and ensuring efficient operations.
Information Technology & Services
Responsibilities
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. Examples include -
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. This includes supporting the strengthening and streamlining of IT systems, ensuring better integration across all platforms
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 a contract management system to track all vendor agreements, timelines, deliverables, and compliance documentation for consultants, grant recipients, and other contracts
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)
Qualification
Required
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
Preferred
Analyzing data to develop business intelligence
Prior operations management experience in a nonprofit setting
Benefits
Health/dental/vision
401 K
HSA
PTO accrued based on tenure
Company
FlexProfessionals
FlexProfessionals, LLC's mission is to deliver an untapped, highly-qualified talent pool looking for rewarding flexible work to employers embracing flexible, supportive, and diverse work environments as part of a competitive talent acquisition strategy.
11-50 employees
Funding
Current Stage
Early StageLeadership Team
Ellen Grealish
Co-Founder and Partner
Gwenn Rosener
Partner/Co-Founder
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