Operations Manager

Job Title: Operations Manager

Location: Hybrid (minimum one day in person)

Position Summary

The Operations Manager ensures the smooth day-to-day functioning of the organization by overseeing office operations, managing internal systems and tools, supporting onboarding and offboarding, coordinating internal communications, and assisting with basic finance tasks. The ideal candidate is organized, detail-oriented, and proactive, with a strong ability to manage systems and streamline workflows in a mission-driven environment.

This role also includes temporary executive support to the President, including calendar management, inbox organization, and coordination of meetings and materials.

Primary Responsibilities

Operations Support (70% temporarily)

• Manage general office operations (remote and in office), including vendor communication and technology tools.
• Support internal systems such as Google Workspace, Slack, and project/task management tools.
• Maintain organizational files, documents, and administrative systems.
• Assist with coding the organization’s monthly credit card bill and gathering necessary receipts and documentation.
• Deposit incoming checks in coordination with the finance team, ensuring timely and accurate processing.
• Track subscriptions, software licenses, and renewals.
• Coordinate onboarding process for new staff, interns and fellows, including ordering laptops. Set up new staff with access to tools and systems (e.g., email accounts, shared drives, Zoom, Slack). Maintain onboarding checklists and collaborate with team leads to ensure smooth transitions.
• Coordinate offboarding process for departing staff, including recovering laptops and other company property. Remove access to all tools and systems. Maintain offboarding checklists and collaborate with team leads to ensure smooth transitions.
• Coordinate All Staff, Leadership and Leadership/Manager, meetings, retreats, and internal communications from the executive team.
• Develop, implement and improve internal systems and workflows across departments to increase efficiency and effectiveness
• Pick up, sort, and distribute physical mail from the office; ensure timely delivery to the appropriate departments or remote team members via scanning, email, or coordinated shipping as needed.
• Support special projects that improve organizational infrastructure.

Temporary Executive Support (30%)

• Manage and coordinate the President’s calendar, including scheduling internal and external meetings, calls.
• Monitor and organize the President’s email inbox; flag important messages and draft responses as needed.
• Prepare meeting agendas, materials, and follow-up notes.
• Assist with coordination and logistics for speaking engagements, board meetings, and special projects.
• Assist with preparation and distribution of materials for board meetings.
• Help schedule donor or partner meetings as requested by the President.
• Provide light administrative support for fundraising or donor communications.

Qualifications

Required:

• Minimum of a Bachelor’s degree in related field and 5 years of experience in operations, administration, or executive support, ideally in a nonprofit or mission-driven setting.
• Strong organizational, time management, project management and problem-solving skills.
• Excellent written and verbal communication.
• High level of discretion, professionalism, and attention to detail.
• Comfortable working with Google Workspace, Microsoft Office, and tools like Zoom, Slack, and other cloud-based systems.

Preferred:

• Familiarity with nonprofit operations or executive-level support.
• Experience with accounting or expense coding
• Ability to work independently and collaboratively in a fast-paced environment.

Location and Compensation:

This is a full-time, permanent hybrid position that will require at least one day in the office and some travel to attend in-person meetings and events. Salary is $64,000 - $72,000 per year, commensurate with experience. Fair Elections Center offers generous employer paid health, vision, and dental insurance, 3 weeks’ vacation, and a 403(B)-retirement plan with employer contribution.

Equal Opportunity Statement:

Fair Elections Center is an Equal Opportunity Employer. We value diversity in our work environment and believe it furthers our mission to create and preserve an inclusive democracy for all voters and for underrepresented and marginalized communities in particular. Applicants from diverse backgrounds are strongly encouraged to apply.

To Apply:

To apply, email a resume and cover letter to Fatou at anjie@fairelectionscenter.org. The priority deadline is September 30, 2025 but applications will be considered until the position is filled. Applications without a cover letter and resume will be considered incomplete.

• This job description is intended to provide a general overview of the position and is not an exhaustive list of all duties and responsibilities that are required of the employee. Duties, responsibilities and activities may change slightly or be added depending on the needs of the organization.