Executive Operations Manager & Assistant to the CEO

BIG BROTHERS & BIG SISTERS OF COLORADO•Denver, CO

9d•$72,000 - $80,000•Hybrid

About The Position

The Executive Operations Manager & Assistant to the CEO provides high-level administrative support to the Chief Executive Officer by managing a complex schedule of board governance, fundraising, community engagement, travel, and organizational priorities while overseeing day-to-day office operations. The role also provides administrative support for approved cross-functional initiatives - including office operations, people and culture, and systems-related projects under the direction of the Senior Director of Systems Strategy & Organizational Effectiveness - to help ensure organizational priorities remain coordinated, efficient, and well supported through documentation, process improvement, technology, and administrative coordination.

Requirements

Minimum of 5-7 years of progressive experience in executive support, office management, or operations - preferably in a nonprofit, education, or mission-driven organization.
Experience supporting C-suite executives and working closely with the Boards of Directors is strongly preferred.
Prior experience supporting management of vendor relations and office technology systems is highly valued.
Experience supporting CRM systems, business process improvements, documentation, or cross-functional organizational initiatives through administrative coordination, data entry, or project support is highly valued.
Exceptional organizational, time management, and multitasking skills.
High level of professionalism and discretion in handling confidential information.
Strong written and verbal communication skills.
Excellent interpersonal skills with the ability to interact effectively with internal and external stakeholders.
Tech-savvy with proficiency in Microsoft Office Suite, Google Workspace, Zoom, ChatGPT, Canva or other presentation software and general office software/systems.
Ability to work independently and take initiative while also collaborating cross-functionally.
Strategic and critical thinker with a strong process and continuous improvement mindset.
Demonstrates sound judgment, confidently prioritizes competing requests, and professionally reinforces established processes and expectations.
Able to work onsite in BBBSC’s Denver office 2-3 days per week or as necessary

Nice To Haves

CRM or data-entry experience.
Microsoft Copilot, Power Automate, Zapier, or similar AI/workflow automation experience preferred.
Experience documenting workflows and SOPs.
Bachelor’s degree in business administration, Nonprofit Management, Communications, or a related field preferred.
Equivalent combination of education and professional experience will be considered.

Responsibilities

Serve as the primary point of contact for all matters related to the CEO, managing sensitive and confidential communication with discretion.
Proactively manage the CEO’s calendar, including scheduling and prioritizing internal and external meetings and events.
Oversee travel planning and logistics for the CEO and other staff, including flights, accommodations, conference registrations, and per Diem. Includes regular travel planning for the LAA Conference, BBBSA National Conference, and other engagements.
Track and document CEO outreach and advocacy efforts.
Administrative coordination, formatting, proofreading, and logistical support for presentations, speaking engagements, and internal initiatives.
Assist with preparation and coordination of materials for internal meetings, Executive Board meetings, and CEO-led initiatives.
Collaborate with the Marketing Team to ensure branded materials and presentations are available and customized for stakeholder meetings.
Coordinate logistics and communication for CEO-led events and appearances.
Serve as administrative liaison to the Executive Board of Directors, ensuring seamless communication and logistics.
Schedule and support Executive Board committee meetings, including supporting preparation of agendas and meeting packets. This includes all communications and logistics for Executive Board meetings.
Manage board calendars and support logistics for retreats, meetings, and recognition events.
Facilitate the administrative functions of onboarding and offboarding Board members, including background checks, BBBS training, Basecamp training and maintenance, and updating meeting minutes.
Collect and maintain an organized repository of detailed Executive Board records/documents including rosters, charters, meeting minutes, accountability documents, and committee memberships.
Oversee general office operations, ensuring that systems, supplies, and space meet organizational needs.
Manage procurement and inventory of office supplies, business cards, key cards, and other operational tools, including maintaining vendor relations, creating an asset tagging system and clear lines of communication with company reps and portal access, providing analysis of current contractual obligations and timelines; suggests or recommends options including maintaining current contract or changing vendor/contract.
Support the primary IT liaison in hardware, software and system administration, coordination, and communication as needed.
Manage the procurement process, including vendor relationships and manage office service contracts in coordination with the VP of Finance.
Monitor and respond to inquiries via general administrative email accounts and VOIP phone system.
Maintain a welcoming, safe, and inclusive front office and common areas.
Establish and maintain systems for office cleanliness, safety, organization, and compliance.
Collaborate on and implement operational policies and process improvements to drive efficiency and effectiveness.
Support approved cross-functional systems, documentation, and process improvement initiatives under the direction of the Senior Director of Systems Strategy & Organizational Effectiveness
Assist with light administrative support related to Salesforce, Matchforce, fundraising initiatives, gift entry, documentation, and other organizational projects as assigned.
Maintain project trackers, administrative documentation, standard operating procedures, and related records to support organizational consistency and knowledge transfer.
Collaborate on evaluating and implementing approved administrative workflow improvements, automation opportunities, and productivity tools that improve efficiency and support office operations.