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Literacy Pittsburgh

Manager, Executive Operations

Pittsburgh, PA, United States

$56,000 to $60,000 USD / year

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Job details

Pay: $56,000 to $60,000 USD / year
Posting language: English

Original job description

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.

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More about this job

Skills

Communication skills
Documentation
Presentation skills
Research
Collaboration
Decision making
Fundraising
Administrative support
Scheduling
Logistics
Inventory management
Regulatory compliance
Prioritization
Social sciences
Program management
Microsoft Office
Microsoft Word
Microsoft Excel
Microsoft PowerPoint
Microsoft Outlook
Salesforce
Apply strategic thinking
Manage several projects
Meet deadlines
Interpersonal skills
Public speaking
Confidentiality
Problem solving

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