Project & Operations Manager

The Project & Operations Manager keeps Mindful Philanthropy's project portfolio moving. As the organization continues to evolve a sprint cadence across its highest-priority initiatives, this role owns Mindful’s operating rhythm: tracking deliverables, managing dependencies, and ensuring cross-functional team members execute on time.

Reporting to the Senior Vice President of Operations & Communications, the Project & Operations Manager is the coordination backbone for Mindful's critical workstreams. The role also anchors the core operational functions that keep a growing organization running, spanning grants management, HR, finance, and systems.

This is a pivotal team role. In a lean organization delivering an ambitious portfolio, it advances Mindful Philanthropy's strategic priorities by building the execution discipline and operational infrastructure that make delivery possible across four strategic priorities:

Mindful’s Strategic Priorities

• Strengthen funder networks
• Align capital in strategic issue areas
• Unlock capital from adjacent sectors
• Grow and sustain the organization

Responsibilities

Run the Agile Sprint Cadence

• Own the two-week sprint operating rhythm across major initiatives, including sprint planning, bi-weekly sprint meetings, and weekly team standups as needed.
• Maintain a single deliverable-tracking dashboard using Claude.ai covering every project's two-week deliverables, with clear ownership, due dates, and status visible to leads and the SVP.
• Facilitate cross-functional execution: sequence handoffs, keep milestones visible, and ensure no team is left waiting on another.
• Surface blockers and dependencies early and drive them to resolution before they threaten a deliverable.

Manage Cross-Project Coordination and Capacity

• Track and protect team capacity across concurrent projects, flagging competing deadlines and escalating conflicts to the SVP with clear options rather than open questions.
• Manage sprint calendars for lead staff to prevent overcommitment and enforce hard stops between projects.
• Run a weekly coordination standup with the wider team across the priority projects and keep a live view of what is on track, at risk, or slipping.

Drive Critical Project and Convening Logistics

• Maintain a nonprofit pipeline for a critical initiative, including contact tracking, communication logging, and readiness assessment.
• Manage a funder funnel, tracking opt-in status, pipeline stage, and commitment levels.
• Coordinate logistics for an in-person convening pitch session and a downstream accelerator structure, from scheduling and materials flow to follow-up tracking.

Anchor Core Operational Functions

• Grants management tracking: maintain the grants and reporting calendar, track submission deadlines and deliverables, and coordinate the moving parts of the reporting process (working alongside comms and development staff who prepare and format the submissions themselves).
• HR operations: support recruitment logistics, onboarding workflows, and day-to-day people-operations processes.
• Finance operations: coordinate operational finance workflows such as vendor and contract tracking, invoicing, and expense processing, in partnership with the SVP and finance contractors.
• Systems and tracking: keep operational systems of record and project tooling current and reliable, and help ensure team access and billing efficiency.

Qualifications

The Project & Operations Manager is a highly capable project manager who is energized by making a team more effective and takes visible satisfaction in keeping complex, fast-moving work on track. The role calls for:

• A proven track record managing multiple concurrent projects across cross-functional team members, ideally in a fast-paced, resource-conscious environment.
• Working fluency and direct experience with agile project management, including sprints, standups, backlogs, and dependency management, or equivalent project management in adaptable environments.
• Exceptional organization and follow-through, with the ability to hold many moving parts in view and drive them to completion without losing detail.
• Strong facilitation and communication skills, including the ability to run a productive sprint meeting, hold teams accountable without direct authority over them, and escalate clearly and early.
• Comfort and preference for AI solutions over traditional project management platforms (Asana, Monday.com, etc…), along with Hubspot or other CRMs.
• Sound prioritization judgment and discretion with sensitive funder, personnel, and financial information.
• Experience in nonprofit, philanthropy, or mission-driven operations is preferred.

• Health / dental / vision / life insurance
• 401K
• Paid time off
• Sick time
• Quarterly mental health days

Fluent English required