Executive Operations Manager

Join Our Team as the Executive Operations Manager!

Are you the go-to person who loves making things run smoothly? Do you thrive in dynamic environments where every day brings a new challenge? If you’re passionate about being the backbone of an organization, ensuring everything from top-tier executive support to marketing magic and project perfection, then this might just be your dream job!

At Adjoin, we’re looking for a driven and detail-oriented Executive Operations Manager to be the right hand to our C-suite, the glue that holds our team together, and the engine that powers our strategic initiatives. You’ll wear many hats, from coordinating critical communications to overseeing the pulse of our fundraising projects, all while making sure our public image shines and our operations flow seamlessly.

If you're ready to take on a pivotal role where your organizational prowess and creative problem-solving skills can truly shine, we want you on our team! Step into a role that’s as dynamic as you are, with endless opportunities to grow, innovate, and make a real impact. Let’s ignite limitless possibilities together!

POSITION PURPOSE

The Executive Operations Manager will provide high-level support to the C-suite and the broader organization by managing day-to-day operations, coordinating communications, and ensuring the seamless execution of strategic initiatives. This role is integral to maintaining the efficiency of the corporate office, enhancing the company’s public image, and driving key marketing, fundraising development, and project management activities that contribute to revenue generation.

Responsibilities & Duties

OPERATIONAL

• Schedule, coordinate, prepare agendas, and attend meetings; take minutes and coordinate follow-ups as directed.
• Represent the C-suite by welcoming visitors, arranging meetings, and handling Board of Directors functions; respond to inquiries and meeting requests directed to the corporate office.
• Prepare and distribute media materials, donor kits, and other relevant documents for events and meetings.
• Manage and submit expense reports for the C-suite as requested.
• Ensure the smooth flow of information within the company to facilitate efficient business operations.
• Compile and distribute documents and materials for meetings and assist with meeting logistics
• Manage corporate office operations, including greeting visitors, handling phone calls, processing mail, and maintaining office supplies and equipment
• Draft, edit, and process proposals and other documents as needed
• Anticipate the needs of the C-suite and proactively coordinate resources to address them
• Complete special assignments by establishing objectives, determining priorities, managing time, and problem-solving to ensure timely completion.
• Uphold the company’s reputation by taking ownership of new and different tasks and exploring opportunities to add value.
• Assist CEO in Board of Directors-related activities and communications and act with professionalism and confidentiality.
  
  

BUSINESS MARKETING

• Develop and issue press releases to media outlets and maintain an updated database of media contacts as requested.
• Collaborate with media outlets on press releases, ads, interviews, and event coverage.
• Assist in writing and distributing press releases and public service announcements to promote company programs.
• Support the CEO in targeting donors and prospects through program coordination.
• Design and produce company newsletter, annual report and fundraising materials and correspondence.
• Develop and implement systems for donor management, including database updates, e-newsletter services, and website maintenance.
• Assist COO with creating and updating marketing assets for services and developing marketing campaigns.
• Assist in managing the company website and updating content, as necessary.
• Update account descriptions, links, and bios in response to organizational changes affecting brand information.
  
  

PROJECT MANAGEMENT

• Oversee the lifecycle of various projects, ensuring all stakeholders are on task and aligned with the project vision.
• Collaborate across divisions to ensure successful project execution.
• Utilize strong written and verbal communication skills and critical thinking to solve challenges and drive progress.
• Perform data analysis to convert raw findings into measurable outcomes that inform decision-making and track project success.
  
  

FUNDRAISING DEVELOPMENT

• Coordinate with the social media specialist to manage online social communities, responding to inquiries and escalating service issues.
• Monitor and report on development trends and competitor activities.
• Manage online storefront.
• Develop and monitor ROI and KPIs for development initiatives.
• Manage end-to-end development projects, from fundraising campaigns to event planning.
• Suggest and implement methods to enhance fundraising profitability.
• Manage donor data and ensure timely donor acknowledgments and correspondence.
• Assist in grant application preparation and tracking.
• Support the development of the organization’s annual Development Plan, including strategies for appeals, major donors, grants, and events.
• Participate in special events, including coordination, execution, and follow-up.
• Develop and implement content for social media platforms, websites, and newsletters to ensure content is current and relevant.
• Promote events through social media and online calendars, encouraging participation and peer-to-peer fundraising.
• Collaborate with staff to identify and promote success stories.
• Manage the team member donation and volunteer program: track and welcome new members, market membership and items and ensure accurate record-keeping.
  
  

COLLABORATION

• Collaborate with cross-functional teams to achieve shared goals and success.
• Ensure collaboration and consistency across all regions.
• Develop and maintain relationships with key stakeholders.
• Engage with external stakeholders to develop and explore potential partnerships or fundraising opportunities.
• Attend networking events and conferences as required and appropriate.
• Other duties as assigned.
  
  

SAFETY & TRAINING

• Prioritize and enforce health and safety protocols.
• Ensure a secure, safe and compliant work environment for all team members.
• Participate in mandatory meetings and in-service sessions.
• Successfully fulfill all mandatory training.
• Adhere to safety standards and practices.
  
  

Minimum Qualifications

• Bachelor’s degree in business management/administration, program management, fundraising, marketing, public relations, or related fields.
• 4+ years of experience in managing operations, marketing, public relations, and/or fundraising department.
• Minimum of 2 years of recent overall project management experience.
• Proven experience in executive operations or a similar role.
• Excellent written and verbal communication abilities.
• Collaborative team player with strong problem-solving skills and emotional intelligence.
• Ability to quickly diagnose problems and anticipate potential issues.
• Strong organizational skills with the ability to manage multiple priorities.
• Proficiency in project management and data analysis.
• High degree of professionalism, confidentiality, and attention to detail.
• Ability to work independently and as part of a team, taking initiative to resolve issues and improve processes.
• Experience in a collaborative work environment involving organization-wide decision-making.
• Insured, registered vehicle in safe working condition, and proof of current CA driver’s license.
  
  

Preferred Qualifications

• Nonprofit business management experience.
• Experience working with a variety of populations within human services field.
• Graphic Design Experience
• Marketing experience.
• Experience in fundraising, grant development and writing.
  
  

Position Requirements

• Ability to travel within local community and throughout the state in which services are provided a minimum of 25% of the time.
• Ability to travel in and outside the state 10% of the time to attend meetings, trainings, conferences, etc.
• Successful completion of pre-employment drug screen and background check.
• Physical evaluation as required by job requirements which may include a TB test and/or a lift and transfer test.
• Acceptable DMV record.
  
  

Benefits And Perks

At Adjoin, we know our employees have diverse and individual needs and have gone a step beyond the standard, cookie-cutter benefits package that other organizations offer. We have thoughtfully designed a unique package that goes above and beyond!:

• Competitive Medical Coverage
• Extremely generous retirement matching
• 100% Employer-paid long-term disability coverage
• 100% Employer-paid employee and dependent life insurance
• Employee Wellness program with fun incentives, prizes and chances to connect with your peers
• Mental health resources (EAP) with 5 free counseling sessions per year (for you AND your dependents)
• Volunteer program with paid volunteer hours for a cause of your choice
• Dental, Flexible Spending Account, paid time off, holidays, and more!
  
  

EEO

People matter. All humans deserve respect, dignity, and a place to build their own future. Here at Adjoin, we believe and live this every day. Adjoin is an equal opportunity employer, welcoming all individuals regardless of age, ancestry, disability, gender identity, genetic information, marital status, pregnancy-related conditions, race, religion, sexual orientation, and other protected characteristics. We are committed to creating a fair and inclusive workplace where every employee can thrive.