Manager of Executive Office

Reading Partners•Oakland, CA

2d•$71,353 - $79,748•Remote

About The Position

Reading Partners is seeking a Manager of the Executive Office to report to the Chief of Staff and work closely with the CEO to enhance operational efficiency within the Executive Office. This role is responsible for driving the effectiveness of Executive Office operations, including administrative functions and ensuring strong coordination across priorities and stakeholder relationships. The Manager will serve as a central coordinator for Executive Office operations, ensuring alignment, communication, and execution across priorities and cross-functional initiatives. The ideal candidate will build and maintain strategic relationships, drive systems and processes to enhance efficiency, and support executive leadership in a fast-paced nonprofit environment. This role requires advanced organizational, planning, and time management skills, with the ability to manage complex priorities and anticipate needs. The position is remote and requires the candidate to be located in the Eastern time zone or work hours aligned with it, and reside in states where Reading Partners operates.

Requirements

3-4 years of overall related experience as an executive assistant, operations or manager, personal assistant, or project coordinator.
Experience working at a layered organization with 200 or more employees; the ideal candidate has experience working with C-suite leaders at nonprofit organizations.
Strong time management skills with the ability to organize and manage multiple projects with concurrent deadlines.
Experience managing complex executive-level meeting schedules and coordinating across layered teams to create scheduling efficiencies.
Experience operationalizing and optimizing layered travel and event schedules for executive leaders.
Located in the Eastern time zone, can work hours be aligned with the Eastern time zone.
Possess excellent written and verbal communication skills.
A high school diploma or a GED.
Proven ability to drive outcomes with limited information and shifting priorities, and comfort operating in fast-moving, undefined problem spaces.
Ability to maintain confidentiality of information related to the company and its employees.
Experience in developing internal processes and communication protocols in support of executive leadership.
A deep belief in our mission and root your work in our core values.
Ability to prove eligibility to work legally in the U.S. and that you are at least 18 years of age.

Nice To Haves

Are an AmeriCorps, Peace Corps, or other national service alum/alumna
Have experience working in launch or growth phases of an organization

Responsibilities

Oversee the day-to-day functions of the Executive Office, ensuring strong coordination of priorities, communications, and workflows.
Own and manage all CEO calendar scheduling, serving as the primary point of contact for internal and external requests and partnering with the Chief of Staff to ensure strategic alignment of the CEO’s time and priorities.
Own and manage all CEO logistics, including travel booking and expense reporting processes, ensuring accuracy, efficiency, and seamless execution.
Partner with the Chief of Staff to implement and manage systems that track Executive Office priorities, deliverables, and next steps.
Anticipate the CEO and Executive Office needs, ensuring timely, high-quality execution and a seamless experience across all Executive Office activities.
Partner with the Chief of Staff to align and manage the CEO’s calendar, travel, meetings, and engagements to maximize time and impact.
Coordinate and project manage CEO engagements, ensuring strong preparation, communication, and follow-through across teams.
Prepare and support the development of materials and communications on behalf of the CEO (e.g., presentations, emails, newsletters, documents).
Support the execution of CEO's priorities, including contributing to and at times leading key projects.
Partner with the Chief of Staff to support board stewardship, including preparation for meetings, materials, and engagements.
Support relationship management with donors, board members, and key stakeholders through proactive coordination and follow-up communications.
Design and implement, in partnership with National Development Operations, systems to support the CEO’s fundraising portfolio and moves management, including Salesforce-based tracking, task management, and record keeping.
In partnership with the Chief of Staff, oversee and support Executive Office project management, ensuring initiatives are clearly scoped, tracked, and executed.
Collaborate across teams to provide administrative and coordination support for cross-functional initiatives connected to Executive Office and CEO priorities.
Partner with the Chief of Staff and Talent & Equity to support logistics and coordination related to internal communications (e.g., organization-wide meetings, newsletters, internal announcements, and staff communications).
Perform other duties as needed.

Benefits

Medical, dental, and vision insurance with substantial employer contributions toward both employee and family premiums
Life and disability insurance at no cost to employees
Free Employee Assistance Program (EAP)
Significant pre-tax employer funding to help offset employees’ out-of-pocket medical expenses, including providing first dollar coverage for some plan options.
Spring Health for easy access to therapy, coaching, and wellness resources, including six sessions provided at no cost to employees.
Carrot for guidance and support related to hormonal health, fertility, family-building, and gender-affirming services.
403(b) retirement plan with immediate eligibility to participate and to receive employer matching contributions.
Flexible Paid Time Off (Unlimited PTO)
Paid Parental Leave for up to 8 weeks for birth and non-birth parents.
14 paid holidays annually
One week of office closure in early July
Two weeks of office closure in late December.
A dynamic, mission-driven culture with a strong commitment to employee development and career growth.