Operations Manager

Recoding America•Washington, DC

19d•$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 smoothly. This individual contributor role covers grantmaking operations, executive and scheduling support for the CEO and leadership team, software and systems administration, event planning and execution, D.C. office logistics, and internal team coordination. The Operations Manager will work closely with the Chief Operating Officer, who will help set priorities as needs shift, and will have ownership of assigned areas and opportunities to improve processes as the organization grows. The role is based in Washington, D.C., with regular in-person work at the D.C. office 2–3 days per week. The Operations Manager plans and manages organizational events and convenings, including occasional events outside D.C., and provides flexible support on special projects. The position is full-time and reports to the Chief Operating Officer. The salary range 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 these tools.
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.
Strong reliability, attention to detail, clear writing, follow-through, and prioritization judgment.
An operations mindset, including identifying and fixing problems and improving efficiency.
Experience supporting a senior leader or executive team; sound calendar judgment and discretion with confidential information.
Comfort moving between different areas of work and contributing across a small team.

Nice To Haves

Experience in a nonprofit, philanthropic, or startup setting.
Experience with Airtable.
Perspectives, experiences, or backgrounds that contribute to ideological diversity on the team.

Responsibilities

Oversee operational aspects of the grantmaking portfolio, coordinating 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 potential grantmaking issues and bottlenecks, and improve internal grantmaking processes and systems.
Support the CEO and leadership team with calendar management, scheduling, and administrative tasks; use judgment to ensure important topics receive appropriate attention.
Use AI to streamline scheduling and administrative work.
Prepare briefing materials and updates for leadership team members.
Coordinate day-to-day CEO requests, triage inbound requests, draft correspondence, and track meeting commitments through completion.
Administer Google Workspace, Slack, Airtable, Zoom, and other SaaS tools, including managing accounts, permissions, and settings.
Provision and deprovision accounts and licenses during onboarding and offboarding; maintain inventories of tools, licenses, and renewal dates.
Coordinate staff IT and equipment needs, including device ordering and setup.
Maintain documentation, how-to guides, and standard configurations for organizational tools, and serve as the first point of contact for staff questions about systems.
Plan and execute organizational events, convenings, roundtables, dinners, and partner events, including venue sourcing and contracting, run-of-show, catering, audiovisual needs, 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 operational support as needed.
Work in person from the Washington, D.C. office 2–3 days per week.