Manager, Executive Operations

Literacy Pittsburgh•Pittsburgh, PA

1d•$56,000 - $60,000

About The Position

The Manager, Executive Operations is a trusted partner to the CEO, helping translate organizational priorities into clear communication and coordinated action. The role combines executive-office coordination with special projects and strategy-related work. The successful candidate will exercise sound judgment, demonstrate ownership and agency, work independently and collaboratively, and remain closely aligned with the CEO. The role requires a proactive and organized individual who can balance multiple priorities, nurture important relationships, and coordinate special projects critical to the organization’s success. The ideal candidate is mission-driven and committed to Literacy Pittsburgh’s vision. Success in the role means the CEO can confidently delegate selected work and meeting representation; focus on external responsibilities while the Manager supports internal planning and management; and rely on special projects to move forward with clear ownership, timelines, and communication. The Manager is a helpful coordinator and partner to colleagues, supports well-organized staff and board meetings, and establishes and maintains internal processes and knowledge documentation. The role also offers an opportunity to grow influence and impact within the organization. The position provides analytical and specialized administrative support to the CEO and advances Literacy Pittsburgh’s mission. It coordinates strategic priorities and special projects, facilitates communication and collaboration across the organization, supports external relationships and fundraising activities, and manages executive and organizational operations. The role is full-time and requires some evening work.

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; a combination of relevant experience and education is welcome.
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 and timely work products.
Ability to manage projects effectively, 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.
Alignment with Literacy Pittsburgh’s core values.
Excellent verbal, written, and public-speaking communication skills.
A collaborative, can-do 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, make appropriate and effective decisions under uncertainty, and keep projects and work products on track.
Analysis and synthesis skills, including the ability to collect information, determine key objectives, and act 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 create harm for historically marginalized populations.
Ability to contribute to an inclusive and equitable organizational culture.
Ability to sit for prolonged periods and work on a computer.
Ability to lift, pull, and push up to 25 pounds.

Nice To Haves

Experience in a nonprofit environment.
Salesforce experience.

Responsibilities

Translate the CEO’s direction into practical work plans, written communications, briefings, presentations, first-draft outlines, slide deck shells, and other deliverables.
Coordinate special projects from scoping through completion, bringing together colleagues across teams 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 or risks, and raise issues early.
Facilitate communication and collaboration between the CEO and other departments.
Coordinate or draft internal and external correspondence, memos, reports, presentations, and other documents on behalf of the executive.
Support the cultivation and management of external relationships, including 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.
Develop and manage agendas for staff meetings 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 meeting notes or minutes, in coordination with relevant staff.
Document, organize, and enable organization-wide processes essential to the organization’s success.
Support and manage administrative aspects of team performance and culture-related systems, including staff 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, common areas, and meeting and event setup.
Help the CEO manage competing priorities, deadlines, meeting preparation, calendar prioritization, conflicts, anticipated needs, and follow-up items.