Operations Manager

About the Organization

In 1986, The Carmel Hill Fund (CHF) was established and funded by William "Bill" Ruane, a respected investment professional, as a way to address educational inequities and to help young people receive the mental health support they deserve. Mr. Ruane was a hands-on, engaged philanthropist who worked closely with grantee partners, whom he considered to be the experts, to address issues of mutual concern. Each interaction ended with a question about what else he could do to be helpful. Since his passing in 2005, CHF has strived to carry forward Mr. Ruane's vision and values-based approach to problem-solving by funding programs that encourage social and emotional learning, reading skills and motivation, and mental health supports.

As part of the Fund's new strategic direction, CHF will focus its grantmaking in support of a vision of New York City where youth find power in reading and their mental health is a priority. Through grants and partnerships, we will invest in the future and wellbeing of youth growing up in New York City by championing efforts that improve mental health and literacy outcomes, rooted in positive, affirming, and supportive relationships. The issues we aim to address are complex. Our approach is therefore deeply rooted in relationships—learning with and alongside youth, the caring adults around them, and our partners; being responsive to community needs; and co-creating change every step of the way.

As we have embarked on our next chapter, we are building on our founder and benefactor's legacy to deepen our impact in New York City by deploying more than $15M annually towards achieving our mission. In parallel, we are working to modernize all aspects of the Fund's operations, led by our first ever Chief Operating Officer. To support our new strategy and operational vision, CHF seeks an Operations Manager who will provide comprehensive support to leadership and drive organizational effectiveness during this period of strategic growth.

About the Position

The Operations Manager will play a central role in ensuring CHF’s internal operations run smoothly, managing essential systems and processes that support our work on behalf of young people across New York City. With more than $15M invested annually in this mission, the Operations Manager will ensure day-to-day functions are efficient and effective, better positioning the Executive Director, Chief Operating Officer, and broader CHF team to focus on strategic direction and program delivery.

Working closely with the Executive Director and Chief Operating Officer, this role will manage high-level administrative tasks, oversee office operations, facilitate trustee engagement activities, and help maintain the professional, collaborative culture that defines CHF. As the organization develops, the position will adapt to support clearly defined projects and updated organizational goals.

This opportunity is well suited for a proactive professional who can anticipate needs, identify challenges, and develop practical solutions that improve how we work. It requires a curious learner and natural problem-solver who takes initiative, enjoys variety in their responsibilities, and is energized by contributing to work that makes a tangible difference in young people's lives. The successful candidate will be able to manage competing demands, propose and implement process improvements, and take ownership of creating systems that enable our small team to achieve significant impact.

Key Responsibilities

Leadership Support (40%)

• Partner with the Executive Director and Chief Operating Officer to provide comprehensive leadership support, including calendar management, meeting coordination, and stakeholder engagement activities
• Maintain highly professional relationships with CHF colleagues, consultants and vendors, trustees, grantee partners, and other key stakeholders while exercising appropriate judgment in support of our values-based approach
• Support executive correspondence, ensuring timely and productive staff meetings on high priority items
• Manage complex scheduling across multiple stakeholders and time zones as needed
• Prepare briefing materials and background information for staff meetings, trustee meetings, and organizational engagements; ensure thorough documentation of organizational decisions and meeting outcomes
• Handle day-to-day administrative tasks for Executive Director and Chief Operating Officer including expense reports, travel coordination, document preparation, and monitoring communications to ensure all items are properly tracked and addressed

Office Operations & Infrastructure (25%)

• Lead CHF's midtown office operations to create an effective hybrid workplace that fosters collaboration and strengthens our organizational culture
• Build and maintain vendor partnerships and manage vendor relations in alignment with CHF values
• Oversee office technology systems, coordinate with IT support, and provide basic technology troubleshooting and equipment setup support to team members
• Manage daily office operations including mail handling, supply inventory, equipment coordination, security protocols, space planning, and facility maintenance coordination
• Serve as point of contact for space-use requests from external partners, managing scheduling, preparation, and day-of logistics to ensure a seamless experience

Trustee & Partner Engagement (20%)

• Support preparation and execution of trustee meetings, including coordination of materials, meeting logistics (both in-person and virtual), and follow-up
• Coordinate trustee communications and maintain organized records of board-related activities
• Support cultivation of key partnerships by coordinating grantee convenings, site visits, and strategic planning sessions

Organizational Systems & Culture (15%)

• Design and implement administrative systems and processes that enhance team productivity and support CHF's modernization efforts
• Develop and maintain robust document organization and knowledge management practices that support team learning and professional growth
• Lead office initiatives and cultivate a welcoming, accessible workspace that reflects CHF's values and ensures all colleagues feel they belong and can thrive
• Foster team effectiveness in our hybrid work environment and support all-staff activities such as retreats, strategy sessions, and team-building initiatives
• Support continuous improvement projects and help identify opportunities for operational efficiency

Who You'll Work With

We are a small, nimble, and highly collaborative team deploying more than $15M annually in support of NYC youth literacy and mental health.

Internally

• You will report to the Chief Operating Officer
• You will work closely with the Executive Director to provide comprehensive leadership support
• You will collaborate regularly with Program Officers (Literacy and Mental Health), Senior Grants Manager, and Operations Manager (Finance & HR) to ensure seamless coordination across all functions
• You will interact with CHF's Trustees, and their teams, in support of trustee meetings and organizational governance
• This is not a supervisory position

Externally

You will interact with grantee partners, peer funders, consultants, vendors, building management, and other stakeholders to support CHF's mission and operations.

Qualifications

Required

• Minimum of 5-7 years of progressive administrative or executive support experience, preferably in the nonprofit sector or professional services environment
• Experience in office operations including vendor relationships, facilities management, and supply management
• Passion for the nonprofit sector, making a positive impact for historically under-resourced communities, and CHF's mission to serve NYC youth
• A commitment to fostering an inclusive workplace where all colleagues feel valued and can contribute their best work
• Demonstrated experience providing high-level administrative support to senior executives, including complex calendar management, meeting coordination, and stakeholder communication
• Strong project management and organizational skills with the ability to manage multiple priorities, deadlines, and confidential information
• Outstanding written and verbal communication skills, with the ability to interact effectively with diverse stakeholders
• Proficiency with standard office technology including Microsoft 365 and Asana or similar project management systems, and demonstrated ability to quickly learn new systems and troubleshoot basic technical issues
• Proactive problem-solver with strong analytical skills and ability to anticipate operational needs and propose practical solutions
• Self-directed, curious, and adaptable professional who is comfortable in a collaborative environment

Preferred

• Experience in foundation, nonprofit, or mission-driven organizational settings
• Familiarity with nonprofit or philanthropic governance and board relations
• Experience with small event planning and meeting coordination
• Knowledge of office management best practices and vendor relations
• Experience supporting organizational transitions or growth phases

We recognize that no candidate will meet every single qualification listed. If you are excited about CHF’s mission and believe you would succeed in this role, we encourage you to apply.

How to Apply

Please submit a resume and cover letter indicating your interest and alignment with the candidate qualifications listed above to careers@carmelhill.net. Priority deadline for consideration is July 28, 2025; however, the position will be open until filled.

Equal Employment Opportunity

CHF is committed to the inclusion of all qualified individuals in the hiring process, including but not limited to those with disabilities. If you require reasonable accommodation(s) to participate in the application or interview process, please contact careers@carmelhill.net