Manager, Executive Operations

Job Title: Manager, Executive Operations Employment Classification: Exempt Reports To: Chief Executive Officer

Summary:

The Manager of Executive Operations is a trusted partner to the CEO, helping translate organizational priorities into clear communication and coordinated action. The role combines executive-office coordination with special projects and strategy-related work. The successful candidate will exercise sound judgment, demonstrate ownership and agency, and work both independently and collaboratively, all while staying closely aligned with the CEO. This role requires a proactive and organized individual who can balance multiple priorities, nurture crucial relationships, and coordinate special projects critical to the success of the organization. The ideal candidate will be mission-driven and committed to the vision of Literacy Pittsburgh

Success in this role looks like:

• The CEO can delegate selected work and meeting representation with confidence in the Manager’s preparation and judgment.
• The CEO can prioritize externally facing responsibilities because the Manager is supporting advanced internal planning and management.
• Special projects move forward with clear ownership, timelines, and communication, even amid ambiguity or uncertainty.
• Colleagues experience the Manager as a helpful coordinator and partner.
• Staff and the board have well-organized meetings, clear agendas, and reliable follow-through.
• The organization has well-established and maintained internal processes and knowledge documentation.
• The Manager is positioned to grow influence and impact within the organization.

Essential Functions:

Special projects and strategic priorities

• Translate the CEO’s direction into practical work plans, effective written communications/briefings/presentations, and other deliverables. This could include building first-draft outlines, slide deck shells, and other resources to add lift to CEO and other senior leaders.
• Coordinate special projects from scoping through completion, bringing together colleagues across teams and keeping work on track.
• Conduct research, synthesize information, identify open questions, and prepare recommendations or decision materials for the CEO.
• Monitor progress on selected priorities, identify dependencies or risks, and raise issues early.

Communication and collaboration

• Facilitate smooth communication and collaboration between the CEO and other departments, including coordinating/drafting internal and external correspondence, memos, reports, presentations, and other documents on behalf of the executive.
• Work collaboratively across teams while respecting existing roles, decision-making processes, and lines of authority.
• Support the cultivation and management of external relationships, including funders, community organizations, elected officials, and contracted resources.
• Support fundraising activities, such as assisting with grant administration, donor engagement, and corporate volunteer coordination
• Participate in meetings, workgroups, etc. on behalf of the CEO.

Executive and organizational operations

• Provide analytical and specialized administrative support to the CEO in advancing Literacy Pittsburgh’s mission
• Develop and manage agendas for staff meetings and other CEO-led meetings; gather input, prepare materials, capture decisions and action items, and track follow-up.
• Support logistical planning and content for semi-annual staff retreats and other staff events
• Support board and committee meetings, including scheduling, materials coordination, logistics, and meeting notes or minutes, in coordination with relevant staff.
• Document, organize, and enable organization-wide processes essential to the success of the organization.
• Support and manage the administrative aspects of team performance and culture-related systems such as on-/off-boarding staff, performance reviews, professional development, and progress monitoring
• Contribute to the overall safety and comfort of the organization’s physical space by providing as-needed support with office supply inventory management; compliance with health, safety, and security procedures; and daily office operations such as kitchen, common areas, and meeting and event set up.
• Help the CEO manage competing priorities, deadlines, and meeting preparation; anticipate needs and flag conflicts or follow-up items; support management and prioritization of the CEO's calendar

Qualifications:

• Bachelor’s degree in education, social sciences, or related field; or equivalent experience.
• One to three year’s experience in executive support, project or program management, operations, organizational coordination, or a related field, preferably within a non-profit environment; a combination of relevant experience and education is welcome.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Salesforce experience a plus.

Skills and Competencies:

• Ability to think strategically, align projects with organizational goals, and make decisions that contribute to the organization’s mission
• Ability to include, motivate, and support team members toward a shared course of action aligned to organizational vision
• Track record of utilizing effective processes to produce high-quality and timely work products
• Ability to manage projects effectively and meet deadlines
• Ability to develop and execute action plans to reach goals
• Successful experience working with groups to identify effective strategies and align resources in order to deliver on organizational goals and objectives
• Strong interpersonal skills and proven ability to build positive relationships with colleagues, clients, and stakeholders of diverse backgrounds
• Demonstrated alignment to Literacy Pittsburgh’s core values*
• Excellent communication skills, including verbal, written, and public speaking
• “Can-do” team player attitude
• Ability to provide and receive honest feedback and guidance to / from staff in a supportive manner
• Ability to maintain a high level of discretion and confidentiality
• Demonstrated problem-solving skills and flexibility to adapt to changing needs
• Manages unexpected challenges and conflicts to keep projects and work products on track
• Ability to make decisions under uncertainty appropriately, effectively, and efficiently
• Possesses analysis and synthesis skills, including the ability to collect information, determine key objectives, and act strategically to promote desired results
• Commitment to promoting Diversity, Equity, Inclusion, and Accessibility across the organization
• Understands implicit biases, microaggressions, and structural barriers that create harm for historically marginalized populations
• Demonstrated ability to contribute to an inclusive and equitable organizational culture

Work Environment

• Full-time, some evening work required.

Physical Demands

• Prolonged periods sitting at a desk and working on a computer.
• Requires the ability to lift, pull and push up to 25 pounds. Starting salary for this position ranges from $56,000 to $60,000 per year.

*Literacy Pittsburgh’s Core Values

• We believe that all people deserve the opportunity to learn in a place where their strengths are celebrated.
• We respect all people and their ability to shape their own lives
• We have a duty to earn the trust of everyone we work with
• Our collective well-being depends on welcoming diverse cultures and perspectives
• As a leader, we embrace the responsibility to innovate, model best practices and grow.