Operations Manager

Recoding America•Washington, DC

18d•$72,000 - $100,000•Hybrid

About The Position

Recoding America is seeking an Operations Manager to keep the organization’s day-to-day operations running well. The role oversees operational processes supporting the grantmaking portfolio; provides executive and scheduling support to the CEO and leadership team; plans and executes organizational events and convenings; runs the Washington, D.C. office; and administers the organization’s software and tools. The Operations Manager works closely with the Chief Operating Officer and colleagues across the organization, with ownership of assigned areas and opportunities to improve processes as the organization grows. Work priorities may shift based on organizational needs, in partnership with the COO. The position is based in Washington, D.C. and requires regular in-person presence, with work from the D.C. office 2–3 days per week. Compensation is $72,000–$100,000, depending on experience and other factors, plus competitive benefits.

Requirements

At least 4 years of experience in operations, events, executive support, office management, or a similar role.
Demonstrated experience planning and running in-person events.
Experience and command of Google Workspace, Slack, and AI-powered productivity tools, with an aptitude for learning new systems.
Experience administering SaaS tools, including user accounts, permissions, and license management, or a clear aptitude for becoming the go-to administrator for them.
Experience supporting a senior leader or executive team, managing calendars with judgment, and handling confidential information discreetly.
Strong reliability, attention to detail, clear writing, follow-through, prioritization, and organizational skills.
An operations mindset, including identifying and fixing problems and improving efficiency.
Comfort moving among different areas of work and contributing in a small team.
Based in Washington, D.C. or able to relocate, and able to work in person from the D.C. office 2–3 days per week.

Nice To Haves

Experience with Airtable.
Experience in a nonprofit, philanthropic, or startup setting.
The organization especially encourages applicants who would bring ideological diversity to the team.

Responsibilities

Oversee operational aspects of the grantmaking portfolio, partnering with program teams, the Head of Finance, accountants, and external partners to move grants from ideation through execution and closeout.
Maintain Airtable as the system of record for the status of contracting processes.
Identify and address issues that could delay contracts, and ensure responsiveness to grantees and internal stakeholders.
Develop and improve grantmaking operations processes and systems.
Support the CEO and leadership team with calendar management, scheduling, and administrative needs.
Use AI to make scheduling and administrative work more efficient.
Prepare briefing materials and updates for leadership team members.
Coordinate day-to-day CEO support by triaging inbound requests, drafting correspondence, and tracking meeting commitments through completion.
Administer Google Workspace, Slack, Airtable, Zoom, and other SaaS tools, including accounts, permissions, and settings.
Provision and deprovision accounts and licenses during onboarding and offboarding, and maintain an inventory of tools, licenses, and renewal dates.
Coordinate staff IT and equipment logistics, including device ordering and setup.
Maintain documentation, how-to guides, and standard tool setups, and serve as the first point of contact for staff questions about systems.
Plan and execute convenings, roundtables, dinners, and partner events in D.C. and occasionally elsewhere, covering venue sourcing and contracting, run-of-show, catering, AV, materials, and day-of management.
Manage event budgets, vendors, invitations and RSVPs, guest travel coordination, and post-event follow-up.
Develop reusable event playbooks, checklists, and vendor lists.
Coordinate biweekly All Hands meetings and support cultural events such as the Holiday Party and Team Retreat.
Take on special projects and provide flexible support where needed.