Executive & Special Projects Manager

Digital Harbor Foundation

23h•$75,000 - $90,000•Remote

About The Position

The Executive and Special Projects Manager is responsible for supporting the CEO in a timely and professional manner. Main duties will include support in processing inbound communications, coordinating meetings, organizing calendars, creating agendas, tracking action items, and supporting travel and other logistics for the CEO. The ideal candidate has previous experience as an Executive Manager 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 or Executive Manager.
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 CRM databases.
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 business development.

Responsibilities

Processes in-bound communications and prioritizes items for review by CEO.
Composes and prepares correspondence, which at times may at times be sensitive or confidential.
Communicates directly, and on behalf of CEO with Board members, donors, staff, and others.
Follows up on contacts made by CEO and supports the cultivation of ongoing relationships.
Reviews reports and items for completeness before review by CEO.
Arranges travel plans, itineraries, and other logistics as beneficial for CEO or members of the team, as requested. Facilitates cross-divisional coordination of travel and outreach plans as well.
Plans, coordinates, and ensures CEO’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 CEO, including creating draft recommendations where appropriate.
Works closely and effectively with CEO 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.
Leads and manages assigned special projects from initiation through completion, ensuring alignment with organizational goals and CEO priorities.
Defines project scopes, timelines, deliverables, and success measures in collaboration with relevant stakeholders.
Coordinates cross-functional project teams, establishing clear roles, responsibilities, and communication channels to ensure accountability and progress.
Monitors project plans and milestones, identifying potential risks or barriers and proactively developing solutions to maintain momentum.
Develops and maintains project documentation, including work plans, reports, and presentations for internal and external audiences.
Provides regular updates to CEO on project status, key decisions, and next steps, ensuring clarity and transparency throughout the process.
Facilitates post-project evaluations to capture lessons learned and identify opportunities for improvement in project management processes.
Serves as a resource and thought partner to CEO in identifying and shaping new initiatives and special projects that advance strategic priorities.
Coordinates and processes staff and contractor reimbursements, ensuring accuracy, compliance with organizational policies, and timely submission for payment.
Manages invoice approvals and submissions, working with project leads and the Finance team to confirm coding, documentation, and alignment with budget allocations.
Collects and maintains vendor and contractor documentation, including bank information, W-9, and W-8 forms, ensuring secure handling and compliance with recordkeeping requirements.
Oversees the Asana Legal Dashboard, tracking contract statuses, renewal dates, and pending reviews to ensure timely action and accountability across teams.
Collaborates with Finance and Operations teams to streamline administrative workflows and ensure consistency in processes related to payments, reimbursements, and contract management.
Assists with policy adherence and supports continuous improvement of operational systems that promote efficiency and transparency across the organization.
Provides general administrative support for operational functions as needed, ensuring smooth coordination between departments and accurate documentation of key transactions.
Supports utilization of Development tools, such as: Benevity, Instrumentl, Salesforce, Asana, and individual donor portals.
Prepares and organizes documentation for grant applications and reporting requirements, ensuring accuracy, completeness, and compliance with guidelines.
Provides Salesforce support by tracking payments, maintaining accurate records, 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 monthly grant-related email communications to Project Directors, ensuring timely and accurate dissemination.
Provides logistical support and coordination for new projects, assisting with planning, scheduling, and resource organization to ensure smooth project initiation and execution.
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

Carefirst Blue Cross Blue Shield - 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)