Executive and Operations Manager

The Pro-Democracy Campaign, an effort to resource state-based pro-democracy organizations, is seeking an extremely organized, proactive, and detail-oriented colleague to be part of a highly functional and nimble team. The Executive and Operations Manager is an integral part of helping the team to thrive by leading administrative functions and supporting grants management, program, and fundraising efforts. The ideal candidate will have at least six to eight years of employment in a nonprofit, campaign, or philanthropic environment in a role that demonstrates professional growth and experience related to the job responsibilities below.

Job Responsibilities

Applicants with professional experience within the areas below are encouraged to apply as soon as possible. An ideal candidate would be able to tackle multiple of these areas at the outset and add other responsibilities over time.

• Scheduling and administration:
  • Managing the calendar of the executive director as well as team-wide meetings; arranging schedules with multiple parties in different time zones; using judgment about priority-setting; setting up the appropriate technology for meetings (Zoom, Google Meet, etc.); sharing any necessary information before and after meetings;
  • Managing logistics of in-person team meetings;
  • Communicating about and processing timesheets; and
  • Managing receipt and expense reconciliation.
• Grants management: Support the tracking, documentation, and reporting of both incoming funding and outgoing grants; gather documentation needed, provide record management, communicate deadlines, manage reporting process, etc.
• Project management: Provide all aspects of project management support to the fundraising team; set deadlines and keep parts moving in the right order; engage or manage colleagues and stakeholders; track others’ work; follow projects through to completion; including:
  • Managing donor engagement follow up: Track team member communications and engagement with potential and current donors; identify and support next steps, ensure these steps are completed in a timely manner; conduct research on prospective donors; etc.
  • Supporting fundraising meetings: Strategically create agendas for weekly meetings, curating the detailed and longer-term items that the full team needs to discuss in meetings (as opposed to smaller groups or emails); take notes; send follow-up items and track that they are complete; ensure the fundraising team is continually reviewing and strategizing about prospects; etc.
• Communications: Design, edit, and send regularly scheduled emails through MailChimp; send email updates on behalf of the executive director through YAMM; update and maintain email lists; apply project management principles to the team’s communication systems; etc.
• Event planning: Manage all aspects of in-person and virtual events (for both funders and partners), including planning, registration, communications, programming, material development, implementation, participant preparation, and follow-up; etc.
• Program support: support state strategists with various tasks such as; playing second-chair in a state, assist with collecting/tracking partner information, and support drafting recommendation summaries; attend national briefings and share notes with the team; attend state briefings that state leads cannot make and share notes; assist with research and grantee data collection; etc.

In addition to the above described work experience, candidates are expected to possess most or all of the following:

• Share a commitment to values of inclusion, equity, and diversity;
• Be highly-motivated and passionate about making democracy work for all;
• Have strong communication skills, including writing, speaking, and listening;
• Ability to pay close attention to detail and be a systems thinker
• Be familiar with the roles of foundations, 501c3s, 501c4, PACs, and political campaigns as vehicles for social change;
• Have the confidence to complete projects as well as to know when to ask for help;
• Want to be part of a small and nimble high-functioning team; and
• Have competence in Google Workspace and its applications (Docs, Sheets, Slides, etc.), familiarity with databases, and a willingness to learn new applications.

This is a full-time and remote position; some travel will be required. The salary range is $90,000-$110,000, and benefits include flexible paid time off, paid holidays and office closures, employer-paid premiums for health, dental, and vision insurance for the employee, and a 403(b) plan with a 3% employer contribution.