Operations Director & Chief of Staff

Position Summary

The Operations Director & Chief of Staff provides strategic, analytical, and operational support to FFYF’s Executive Director, and co-leads efforts with FFYF’s senior leadership to develop, operationalize, and drive effective implementation of FFYF’s strategic plans.

The Operations Director & Chief of Staff ensures the strategic priorities of FFYF and its funders are being met and articulated effectively and cohesively, manages daily operations, develops and implements policies and procedures, oversees financial management, ensures compliance with legal and regulatory requirements, collaborates with key stakeholders, and serves as primary liaison to Start Early shared services teams (i.e., development, compliance, finance, IT, HR).

The Operations Director & Chief of Staff reports to FFYF’s Executive Director, and is the direct supervisor for FFYF’s Operations & Facilities Associate.

Duties & Responsibilities

Business Operations

Manages and supports Executive Office initiatives.

Provides conflict resolution and problem-solving services to the FFYF team.

Explores and resolves non-binding legal issues, complaints, and conflicts by making both binding and non-binding recommendations and bring systemic concerns to the Executive Director’s attention for resolution.

Serves as primary liaison to Start Early’s shared services teams (i.e., development, compliance, finance, IT, people and culture), and to outside legal counsel working on issues such as political law, nonprofit administration, lobbying, and trademarks.

Leads: Annual budgeting process, including proactive management of annual budget to ensure effective stewardship of grant funds; Procurement and contract management, including oversight of consultant contracts; processing and maintaining contracts and records; managing outsourced vendor work; and monitoring consultant contracts to ensure completion of contract requirements; DEIB programming; Financial reporting on private grants and compliance with federal requirements for 501(c)(3) and 501(c)(4) organizations regarding reporting on lobbying activities; Infrastructure and IT improvements.

Process Monitoring

Collaborates with FFYF and Start Early leadership to assess and improve the efficiency and quality of systems for managing FFYF processes and day-to-day work.

Oversees priority operations and executive initiatives aimed at ensuring FFYF can operate with ease, efficiency, and effectiveness.

Defines, recommends, and implements internal processes to break down silos, standardize work, and improve operations.

External Collaboration

Supports external relationship and partner cultivation, with a primary focus on FFYF’s Executive Policy Council and First Five Action’s Board of Directors.

Drives the planning and execution of annual meetings, regular check-ins, and other written communications.

Meets current obligations and partnerships.

Development

Partners with FFYF’s Executive Director and Start Early’s development team to develop strategy for annual donor prospecting, cultivation, and ongoing stewardship, including:

• Providing guidance on funder meeting agendas, reviewing prep and follow-up materials, and contributing content and talking points as needed and requested.
• Reviewing all FFYF funder reports and proposals, and contributing content and impact data as needed and requested.
• Participating in meetings related to funder reports and proposals as needed and requested.
• Providing routine status updates to FFYF’s Executive Director on progress of funder report and proposal submissions.
• Serving as the FFYF lead on the development of grant budgets in partnership with Start Early’s finance and development teams.
• Proactively monitoring grant budgets to inform reports to funders.

Qualifications

• Bachelor’s Degree in Business, Organizational Management, Finance, or related field required. Juris Doctorate or Master’s Degree in Business or Organizational Management (or related field) highly preferred.
• A minimum of seven years’ experience with progressive responsibility in various aspects of nonprofit operations, including development, budgeting, and reporting. In-depth experience interacting with executive leadership, senior staff, donors, and key stakeholders.
• Ability to function effectively leading and managing teams. 
• Excellent verbal and written communication skills; knowledge of or experience with grant or funder proposal development processes preferred. 
• Exceptional interpersonal skills, with the ability to interact with senior staff leadership, donors, and other key internal and external stakeholders in a professional manner.
• Deep commitment to advancing DEIB and incorporating it into organizational routines and practices.
• Comfort and experience handling risk and uncertainty to move work forward.
• Demonstrated timely follow-through and ability to work independently at a rigorous and efficient pact, exercising independent judgment to meet deadlines and budgets, set realistic expectations, prioritize multiple complex assignments, and produce deliverables.
• Ability to process, protect, and exercise discretion in handling confidential and sensitive information and materials in a professional manner.
• Organized, strategic thinker with exceptional attention to detail.
• Ability to promote and maintain effective internal and external communication between divisions, offices, and staff.
• Strong project management skills with the ability to efficiently manage and prioritize multiple tasks and meet often competing deadlines in a fast paced environment.
• Proven experience in budget development and effective budget management.
• Knowledge of c3, c4, and PAC operations, including legal obligations and risk management.
• Ability to organize complex tasks, prioritize multiple assignments, exercise independent judgment, and to remain flexible and adapt to changing needs and priorities.
• Ability to meet deadlines and develop and move projects forward with independence.
• Ability to think strategically and analytically with an ability to see the big picture while managing details.
• Ability to process and protect confidential information in a professional manner.
• Required to sit at a desk and focus on a computer screen for the majority of the day.
• Frequently required to talk and listen to other individuals.
• Must be able to use repetitive wrist, hand and finger movements to operate computers and mechanical equipment regularly.
• Must be able to lift objects up to 20 lbs. in weight.
• Regular attendance is a necessary and essential function.

Work Environment

General office conditions, with exposure to moderate noise levels.