Manager, Executive Operations

Literacy Pittsburgh•Pittsburgh, PA

21h

About The Position

The Manager, Executive Operations is a trusted partner to the CEO, translating organizational priorities into clear communication and coordinated action. The role combines executive-office coordination with special projects and strategy-related work. The successful candidate exercises sound judgment, ownership, and initiative, working independently and collaboratively while staying closely aligned with the CEO. The position calls for a proactive, organized, mission-driven person who can balance competing priorities, nurture important relationships, and coordinate projects critical to Literacy Pittsburgh’s success. The Manager helps the CEO delegate selected work and meeting representation, supports internal planning and management, and keeps special projects moving with clear ownership, timelines, and communication. The role also supports well-organized staff, board, and committee meetings; reliable follow-through; and the development and maintenance of internal processes and knowledge documentation. The Manager translates the CEO’s direction into work plans, written communications, briefings, presentations, and other deliverables; coordinates projects across teams; researches and synthesizes information; prepares recommendations and decision materials; monitors progress and risks; and raises issues early. The position facilitates communication between the CEO and departments, supports external relationships and fundraising activities, and may participate in meetings on the CEO’s behalf. Executive and organizational operations include providing analytical and administrative support to the CEO; preparing agendas and materials, recording decisions and action items, and tracking follow-up; supporting staff retreats, board and committee meetings, and staff events; documenting organization-wide processes; supporting administrative systems related to team performance and culture; helping maintain the physical office; and assisting the CEO with calendar management, meeting preparation, deadlines, and competing priorities. The position is full-time, with some evening work required. The stated starting salary range is $56,000 to $60,000 per year.

Requirements

Bachelor’s degree in education, social sciences, or a related field, or equivalent experience.
One to three years of experience in executive support, project or program management, operations, organizational coordination, or a related field; relevant education and experience may be combined.
Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
Ability to think strategically, align projects with organizational goals, and make decisions that contribute to the organization’s mission.
Ability to include, motivate, and support team members toward a shared course of action aligned with organizational vision.
Track record of using effective processes to produce high-quality, timely work products.
Ability to manage projects, meet deadlines, and develop and execute action plans to reach goals.
Experience working with groups to identify effective strategies and align resources to deliver on organizational goals and objectives.
Strong interpersonal skills and ability to build positive relationships with colleagues, clients, and stakeholders from diverse backgrounds.
Demonstrated alignment with Literacy Pittsburgh’s core values.
Excellent verbal, written, and public-speaking communication skills.
Can-do, collaborative team-player attitude.
Ability to provide and receive honest feedback and guidance in a supportive manner.
Ability to maintain discretion and confidentiality.
Demonstrated problem-solving skills and flexibility in adapting to changing needs.
Ability to manage unexpected challenges and conflicts to keep projects and work products on track.
Ability to make decisions appropriately, effectively, and efficiently under uncertainty.
Analysis and synthesis skills, including collecting information, determining key objectives, and acting strategically to promote desired results.
Commitment to promoting diversity, equity, inclusion, and accessibility across the organization.
Understanding of implicit biases, microaggressions, and structural barriers that harm historically marginalized populations.
Demonstrated ability to contribute to an inclusive and equitable organizational culture.

Nice To Haves

Experience in a nonprofit environment is preferred.
Salesforce experience is a plus.

Responsibilities

Translate the CEO’s direction into practical work plans, written communications, briefings, presentations, and other deliverables.
Coordinate special projects from scoping through completion, bringing colleagues across teams together and keeping work on track.
Conduct research, synthesize information, identify open questions, and prepare recommendations or decision materials for the CEO.
Monitor selected priorities, identify dependencies and risks, and raise issues early.
Coordinate or draft internal and external correspondence, memos, reports, presentations, and other executive communications.
Facilitate communication and collaboration between the CEO and other departments while respecting roles, decision-making processes, and lines of authority.
Support external relationships with funders, community organizations, elected officials, and contracted resources.
Support fundraising activities, including grant administration, donor engagement, and corporate volunteer coordination.
Participate in meetings and workgroups on behalf of the CEO.
Provide analytical and specialized administrative support to the CEO in advancing Literacy Pittsburgh’s mission.
Develop and manage agendas for staff and other CEO-led meetings; gather input, prepare materials, capture decisions and action items, and track follow-up.
Support logistical planning and content for semi-annual staff retreats and other staff events.
Support board and committee meetings through scheduling, materials coordination, logistics, and notes or minutes, in coordination with relevant staff.
Document, organize, and enable organization-wide processes.
Support and manage administrative aspects of team performance and culture-related systems, including onboarding and offboarding, performance reviews, professional development, and progress monitoring.
Provide as-needed support for office supply inventory, health, safety, and security procedures, daily office operations, and meeting and event setup.
Help the CEO manage competing priorities, deadlines, meeting preparation, and calendar priorities; anticipate needs and flag conflicts or follow-up items.