Executive Operations Coordinator

Heart Math Tutoring•Charlotte, NC

4d•Hybrid

About The Position

Heart Math Tutoring (HMT) is a nonprofit organization dedicated to helping elementary students build a strong foundation in math and enthusiasm for academics. HMT provides 1:1 tutoring during the school day, delivered by supervised volunteers, to ensure students achieve long-term success. The organization has a proven track record of student growth and confidence increase, supporting over 1,400 students across multiple states. The Executive Operations Coordinator is a crucial support role for HMT's executive leadership and board. This position offers administrative and substantive support to the Chief Executive Officer (CEO), manages board meeting logistics, coordinates the Leadership Team, and leads special projects. The role is ideal for a highly organized, mission-driven individual seeking to understand and contribute to the operations of a growing nonprofit. This is a part-time position, averaging 25 hours per week, with a flexible schedule and a mix of in-person and remote work based in Charlotte, NC.

Requirements

Passion for Heart’s mission.
Exceptional attention to detail and organization systems.
Team Player, Relationship-forward communication skills.
Exceptional technical skills and interest in learning new things.
Strong MS Excel skills.
Experience with AI tools.
Proficiency with email, contact management, file sharing systems, MS Word, and Powerpoint.
Integrity and Sound Judgement.
Flexibility to adapt and adjust to changes in a growing nonprofit.
Learner – enjoys researching and learning new things.
Alignment with HMT’s Core Values: Student-Centered, Gratitude, Growth Mindset, Reliability and Precision, Civic Engagement.

Nice To Haves

Experience in a nonprofit setting.
Experience supporting executive leadership.
Experience with board governance and logistics.

Responsibilities

Provide administrative and substantive support to the CEO, including proofreading, drafting, email and calendar management, contact management, and recordkeeping.
Maintain the Leadership Team calendar and meeting cadence.
Map HMT’s internal annual planning process in coordination with the CEO.
Conduct ad-hoc research and analysis to support the CEO's role, potentially including donor research, organization data, board management best practices, board member prospecting, and technology opportunities.
Manage confidential information with discretion and sound judgment.
Support logistics for leadership team quarterly planning sessions and other internal staff events, including scheduling, materials preparation, and in-person logistics.
Steward relationships to build the culture and brand of Heart, internally and externally.
Ensure board members have necessary administrative items for their commitments.
Organize board meeting packages, reports, meeting space, and logistics.
Set the board calendar for the year and oversee its completion.
Support project management of new board member onboarding.
Build relationships and support the CEO's relationships with all board members.
Support the CEO's management of HMT's Governance Committee, assisting with meeting preparation and follow-up.
Record minutes at board meetings.
Lead or support selected short- and long-term projects that advance HMT’s strategic plan, such as program development, data analysis, or evaluating technology tools.
Use Excel, AI tools, Salesforce, and other technology for project work, with a willingness to learn new tools.
Document processes and outcomes for knowledge transfer and organizational learning.
Provide frontend and backend support to the Volunteer Operations Team during high-volume seasons, including Salesforce data entry, tutor scheduling, volunteer correspondence, and delivering orientations.