Executive Operations Coordinator

Heart Math Tutoring Inc•Charlotte, NC

1h•$30 - $35•Hybrid

About The Position

Heart Math Tutoring (HMT) is a nonprofit organization dedicated to helping elementary students develop a strong foundation in math and a passion for academics. The Executive Operations Coordinator will provide crucial administrative and substantive support to HMT's executive leadership and board, ensuring the organization functions effectively. This role reports directly to the Chief Executive Officer (CEO) and involves managing board meeting logistics, coordinating the Leadership Team, and leading special projects. The position is ideal for a highly organized, mission-driven individual seeking to gain a comprehensive understanding of a growing nonprofit and contribute significantly to its operations. The role is based in Charlotte, NC, with an average of 25 hours per week, Monday through Friday, offering a flexible schedule with a mix of in-person and remote work.

Requirements

Passion for Heart’s mission and a strong belief that all students can learn and perform at or above grade level.
Exceptional attention to detail and organization systems, with the ability to prioritize and multitask.
Team player with relationship-forward communication skills, able to build connections through written and verbal communication.
Exceptional technical skills, including strong MS Excel, experience with AI tools, and proficiency with email, contact management, file sharing systems, MS Word, and PowerPoint.
Integrity and sound judgment, with discretion and maturity in handling confidential information.
Flexibility to adapt to the pace and changes of a growing nonprofit.
A learner who enjoys researching and acquiring new knowledge.
Alignment with HMT’s Core Values: Student-Centered, Gratitude, Growth Mindset, Reliability and Precision, and Civic Engagement.

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, and map HMT’s internal annual planning process in coordination with the CEO.
Conduct ad-hoc research and analysis to support the CEO's role, which may include donor research, organization data analysis, board member prospecting, and technology opportunities.
Serve as a discreet and reliable partner to the CEO, managing confidential information with maturity and sound judgment.
Support logistics for leadership team quarterly planning sessions and other staff events, including scheduling, materials preparation, and in-person arrangements.
Steward relationships to build the culture and brand of Heart, both internally and externally.
Ensure board members have necessary administrative items for their commitments, organizing board meeting packages, reports, meeting space, and logistics.
Set the board calendar for the year, oversee its completion, and support the 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 technology evaluation.
Utilize Excel, AI tools, Salesforce, and other technologies for project work, with a willingness to learn new tools.
Document processes and outcomes to support knowledge transfer, organizational learning, and business continuity.
Assume related responsibilities and perform other duties as assigned.
Provide frontend and backend support to the Volunteer Operations Team during high-volume seasons, including Salesforce data entry, volunteer correspondence, and delivering brief orientations.