Executive Operations Manager

Role Overview

• Manage the CEO’s calendar and schedule with a strategic lens; align time with mission-critical priorities
• Prepare the CEO for meetings by providing context, key questions, risks, and next steps
• Track CEO commitments and organizational follow-through; ensure actions move to completion
• Track and support follow-through on key external commitments made by the CEO, ensuring timely coordination and closure
• Manage information flow to the CEO; synthesize input and surface what matters most
• Anticipate needs and proactively address issues that could disrupt momentum
• Document, organize, and track CEO-defined annual and quarterly priorities
• Support execution of CEO-led initiatives and cross-departmental projects
• Prepare agendas and materials for executive leadership meetings and retreats, ensuring content is clear, aligned with CEO priorities, and set up for effective decision-making and follow-through
• Monitor progress on priority work and flag risks or delays early
• Support the design and maintenance of executive operating rhythms, including annual planning cadence, quarterly priority reviews, and leadership retreats
• Conduct research and prepare briefing materials to support decision-making
• Serve as a liaison between the CEO, senior leadership, staff leaders, and board partners, with executive support aligned to CEO priorities
• Help clarify executive direction into documented next steps
• Support coordination across departments to reduce silos and duplicated effort
• Support development and coordination of CEO-directed association-wide internal communications, ensuring clarity, consistency, and alignment with executive priorities
• Support executive team effectiveness through structured agendas, documentation clarity, and meeting design
• Represent the CEO in meetings or follow-ups as delegated
• Coordinate preparation for board and committee meetings in partnership with Board Chair, CEO, Chief External Affairs Officer, Chief Operating Officer, Chief People Officer and Chief Finance Officer
• Track board actions and ensure timely follow-through
• Support governance processes consistent with YMCA standards and best practices
• Support Board operations and communications in close coordination with the CEO and Board Chair
• Coordinate Mission Support Team office space, supplies, and shared resources at the Southeast establishment
• Serve as a point of coordination for Southeast facility use, including gym and clay studio rentals, ensuring alignment with established policies, schedules, and community expectations
• Liaise with the Childcare team to coordinate shared use of the Southeast facility and ensure alignment with schedules, staffing, and operational needs
• Coordinate with vendors and contractors for routine maintenance and facility needs at the Southeast establishment, in partnership with Operations and within established guidelines
• Coordinate mail receipt, opening, and distribution in partnership with Philanthropy and Finance, ensuring timely and accurate routing of donations, payments, and related correspondence
• Partner with Operations and Finance as needed to support smooth logistics and appropriate documentation related to rentals
• Performs related duties as needed to support the President & CEO, Board operations, and defined executive coordination responsibilities, without absorbing unrelated operational work or serving as a general problem-solver outside the scope described above.

Requirements

• Significant experience supporting senior executives, ideally in nonprofit or mission-driven organizations
• Strong organizational and project management skills
• Ability to balance detail-oriented execution with big-picture thinking
• Clear, concise communicator across diverse audiences
• High level of discretion, judgment, and emotional intelligence
• Comfort navigating complex relationships and priorities