Executive Manager - Finance, Ops & IT

Digital Harbor Foundation•Remote, MD

6d•$65,000 - $75,000•Remote

About The Position

The Executive Manager, Back of House is responsible for supporting the Chief Operating Officer (COO), Chief Financial & Compliance Officer (CFCO), Chief Technology Officer (CTO) and their teams in a timely and professional manner. Main duties will include support in processing inbound communications, coordinating meetings, organizing calendars, creating agendas, tracking action items, project-related documentation and recordkeeping, and Paycom / financial systems data upkeep. The ideal candidate has previous experience as an Executive Assistant, in finance or operations work, and is familiar with office management technologies. To be successful in this role, they should be proactive, meet deadlines, and communicate effectively in order to identify and address the needs of senior managers and perform administrative tasks to ensure the organization's workflow runs smoothly. Digital Harbor Foundation is dedicated to digital equity for everyone, increasing diversity in the technology sector, and advancing technology innovation for the public good. Driven by our sincere belief that access to opportunity is a basic right, we take bold yet practical actions to support making a better future now. Through a portfolio of projects focused on developing leadership within communities, we support those closest to challenges to take deliberate actions based on a design thinking approach, backed by data analysis, grounded in a practice of collective impact, and driven by a commitment to racial equity.

Requirements

3+ years experience as an Executive Assistant.
Excellent written and verbal communication, with strong interpersonal, and presentation skills.
Ability to work independently, including managing multiple projects and deadlines, and proactively identifying and completing tasks.
Ability to effectively collaborate on informal and formal projects with various departments within the organization, and with a positive disposition.
Ability to think strategically and make recommendations that take into account competing needs and priorities.
Detail oriented.
Comfort using HRIS and financial systems.
Proficient with Microsoft Office (Word, Excel) and Google Suite (Sheets, Docs, Slides).
Analytical thinking, problem-solving, organizational, and multitasking skills.

Nice To Haves

3+ years experience working with C-Suite executives.
Experience working with nonprofit organizations and/or in finance, HR, or operations functions.
Paycom experience is a plus.

Responsibilities

Processes in-bound communications and prioritizes items for review by senior leadership.
Composes and prepares correspondence, which at times may be sensitive or confidential.
Communicates directly, and on behalf of senior leadership with Board members, vendors, staff, and others.
Follows up on contacts made by senior leadership and supports the cultivation of ongoing relationships.
Reviews reports and items for completeness before review by senior leadership.
Arranges travel plans, itineraries, and other logistics as beneficial for senior leadership or members of the team as requested. Facilitates cross-divisional coordination of travel and outreach plans as well.
Plans, coordinates, and ensures senior leadership's schedule is followed and respected to provide ability for focus and appropriate preparation.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to senior leadership, including creating draft recommendations where appropriate.
Works closely and effectively with senior leadership to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Supports utilization of Finance and Operations tools, such as: Paycom, QuickBooks/NetSuite, Asana, and vendor/procurement portals.
Prepares and organizes documentation for contracts, audits, and compliance requirements, ensuring accuracy, completeness, and compliance with guidelines.
Provides Paycom/HRIS support by tracking records, maintaining accurate data, and identifying and resolving data gaps or incomplete entries.
Performs data entry and management tasks with a high level of accuracy, utilizing strong Excel / Google Sheets skills to organize, analyze, and maintain data sets, including budgets.
Coordinates and sends recurring finance and operations-related communications to Project Directors, ensuring timely and accurate dissemination.
Provides logistical support and coordination for vendor and contract onboarding, assisting with planning, scheduling, and resource organization to ensure smooth execution.
Maintains templates and standard operating documents used across the portfolio, updating them as processes evolve.
Maintains and updates IT asset, ticketing, and systems dashboards, ensuring data stays current and consistent across the Impact Studio portfolio.
Supports the COO and CFO with documentation for technology onboarding/offboarding, vendor and license tracking, and lifecycle milestones (renewals, migrations, decommissions).
Assists in maintaining accurate, organized systems records and files, flagging gaps or inconsistencies for follow-up.
Prepares briefing materials and status summaries ahead of operations reviews and leadership updates.
Supports rollout of internal policies (e.g., BYOD, AI use, security) by organizing intake materials, scheduling training sessions, and tracking outstanding action items.
May manage a variety of special projects, some of which may have organizational impact, as requested.
Assists in coordinating agendas and logistics for various senior leadership, organizational team or Director, and Board meetings.
Other Duties as assigned: Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Benefits

Health, Dental, and Vision Insurance (100% of the premium paid for employees and 85% of dependents)
Pre-Tax Health Savings Account (HSA) (with $365 monthly employer contributions)
Pre-Tax Flexible Savings Account (FSA)
Paid Accidental Death & Dismemberment (AD&D) Insurance
Paid Short-Term & Long-Term Disability Insurance
Paid Basic Life Insurance
Supplemental Voluntary Life Insurance (Employee, Spouse & Dependent Children)
Total Pet Plan and Supplemental Wishbone Pet Insurance
Employee Opportunity Program (EAP) - Health and Wellness
Wellness Reimbursement Program
401k Retirement Plan (with 6% matching)
15 Days Paid Time Off Per Year
20 Days Paid Time Off Per Year (after 3rd Anniversary)
25 Days Paid Time Off Per Year (after 6th Anniversary)
16 Paid Holidays (14 common plus 2 flexible holidays, including Dec 25 - Jan 1)
Paid Bereavement Leave
Paid Parental Leave for Moms and Dads (two weeks after first year)