Director of Operations

ABOUT THE CLEO INSTITUTE

The CLEO Institute is a 501(c)(3) non-profit, non-partisan organization exclusively dedicated to climate change education, engagement, and advocacy. Founded in 2010 in Miami, Florida, we work with front-line communities and their leaders to build climate literacy. We highlight the urgency of climate action and impact policy while championing solutions for a resilient future.

The CLEO Institute is an Equal Opportunity Employer. We do not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need. Women, minorities, individuals with disabilities, veterans, and intersectional individuals are encouraged to apply.

Position Overview

The Director of Operations is a key member of the management team, ensuring the smooth and effective functioning of the organization’s internal operations, human resources, financial administration, and programmatic support. This role acts as the ‘glue’ for the organization, holding operations and teams in sync. Reporting to the Chief Executive Officer (CEO), the Director of Operations manages day-to-day systems and processes that sustain organizational efficiency, staff well-being, and compliance with nonprofit requirements. This role supports the CEO and senior leadership by implementing operational strategies and ensuring that staff have the resources and structures they need to succeed. This position includes one direct report, the Office manager, who assists with many of the tasks below. The anticipated start date for this position is November 2025, allowing time to shadow the current Vice President of Operations and ensure a smooth transition. Evenings and weekends are required for special events and meetings.

Human Resources

• Lead recruitment processes, including job postings, candidate screening, and interview coordination with hiring managers.
• Oversee employee onboarding and offboarding, ensuring smooth transitions that promote retention and morale.
• Administer employee benefits and annual renewals, providing staff with clear and timely guidance.
• Manage employee relations with a solutions-oriented, diplomatic approach that fosters trust and accountability.
• Coordinate the performance evaluation process, ensuring consistency and providing guidance to managers in addressing performance issues constructively.
• Partner with the CEO to refine HR policies and practices, keeping staff manuals and handbooks up to date.
• Promote professional development opportunities and staff appreciation initiatives to strengthen organizational culture.
• Organize and facilitate staff retreats and team-building events.
• Lead efforts to assess and advance pay equity practices, aligning compensation systems with the organization’s values of fairness, transparency, and inclusion.

Administrative & Financial Oversight

• Manage organizational banking operations, payment platforms (e.g., Bill.com, QuickBooks), and credit card programs for both C3 and C4.
• Process and track invoices, payments, reimbursements, and staff expense reports.
• Assist the CE, board and accountant with monthly accounting and annual budget preparation for both C3 and C4.
• Maintain compliance with nonprofit requirements, including insurance renewals, licenses, tax filings, and regulatory submissions for both C3 and C4.
• Draft and update standard operating procedures (SOPs) and ensure staff training on new policies for both C3 and C4.
• Supervise the Office Manager and oversee day-to-day office operations, vendor relationships, and facilities management.
• Oversee cybersecurity protocols in coordination with the Program & Data Coordinator, including secure document storage and onboarding/offboarding processes.
• Maintain and oversee all vendor contracts for the organization, including reviewing terms, ensuring compliance, and tracking renewal and payment timelines.
• Negotiate vendor agreements to ensure cost-effectiveness and alignment with organizational needs.
• Serve as the primary point of contact with vendors, addressing service issues, managing performance, and maintaining strong professional relationships.
• Assist program team and leadership team, with invoicing for special projects such as federal grants, fees for service and so on.

Leadership & Strategic Planning

• Support the CEO and leadership team in implementing organizational goals and strategies.
• Assist with preparation and coordination of board meetings, and present updates as needed or required by the CEO
• Manage the organizational calendars
• Recommend operational improvements that enhance organizational efficiency and staff support.

Program Support & Partnerships

• Provide administrative support for grant proposals and funded projects.
• Support partnership agreements by maintaining records and ensuring compliance with budgets and contracts.

Fundraising & Events

• Support fundraising efforts by assisting with event planning and logistics.
• Manage operational aspects of major fundraising events, including vendor contracts, payments, and registrations.
• Provide administrative support for donor engagement efforts in collaboration with the CEO and fundraising team.

Required Skills & Qualifications

• Minimum of 5 years of experience in operations, administration, or nonprofit management, with significant human resources responsibilities.
• Demonstrated knowledge of HR best practices, including employee relations, benefits administration, and performance management.
• Proven experience overseeing operational functions across dual entities, including both 501(c)(3) and 501(c)(4) organizations
• Strong emotional intelligence, with a diplomatic and collaborative approach to problem-solving and conflict resolution.
• Proven experience navigating complex personnel issues, including performance concerns and sensitive staff discussions.
• Proven ability to supervise, coach, and support staff.
• Strong organizational skills and the ability to manage multiple priorities and deadlines.
• Excellent communication skills (written and verbal), with the ability to interact effectively across teams and with external partners.
• Proficiency with financial and administrative tools such as QuickBooks, Bill.com, and ADP PEO (or equivalent platforms).
• Knowledge of nonprofit compliance, reporting requirements, and standard operational practices.
• Commitment to the mission and values of The CLEO Institute
• Demonstrated experience developing, implementing, or maintaining a pay equity system within a nonprofit organization to ensure fair and transparent compensation practices.

Preferred Qualifications

• HR certification (e.g., HRCI, SHRM-CP, SHRM-SCP, PHR) or formal training in human resources management.
• Experience in nonprofit operations, particularly within mission-driven or advocacy organizations.
• Bilingual or multilingual skills.
• Familiarity with IT systems, cybersecurity practices, and data protection protocols

Leadership & Operational Strengths we are looking for:

• Meticulous Organizer: Has a sharp eye for detail and ensures nothing slips through the cracks, from contracts to budgets to HR processes.
• Diplomatic Communicator: Handles sensitive situations with tact, resolving conflicts calmly and maintaining strong professional relationships.
• Solutions-Oriented: Approaches challenges proactively, finding creative and practical solutions without getting stuck on problems.
• Ethical & Discreet: Upholds integrity in every decision, maintains strict confidentiality, and navigates sensitive situations with professionalism and respect.
• Adaptable & Resilient: Thrives in a fast-paced environment and can pivot smoothly when priorities change.
• Process Innovator: Sees opportunities to improve systems and workflows, making operations more efficient and scalable.
• Empathetic Leader: Understands the human side of operations, balancing organizational needs with staff well-being.

CLEO offers a competitive benefits package, including:

• Medical, Dental, and Vision Insurance: We cover 75% of the medical premium for employees and 25% for spouse/dependents.
• 401(k) Retirement Plan: Includes a 50% employer match, up to 5% of your salary.
• Generous Paid Time Off policy plus:
• 11 paid federal holidays, a winter holiday break between December 24 and January 1, and 4 summer Fridays.
• Professional Development Opportunities
• Paid Parental Leave
• Hybrid work environment
• Employer-Paid Long-Term Disability and Life Insurance
• Employee Assistance Program

Proficiency in English (fluency in Spanish and/or Haitian Creole strongly preferred).