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About the Role
Recoding America is seeking an Operations Manager to ensure the smooth day-to-day functioning of the organization. This role involves managing operational processes for grantmaking, providing executive support, planning events, running the D.C. office, and administering essential software tools. The ideal candidate finds satisfaction in keeping complex processes moving, organizing successful events, and ensuring seamless logistics for the team.
Responsibilities
- Oversee the operational aspects of the grantmaking portfolio, ensuring smooth transitions from ideation to closeout.
- Maintain the system of record (AirTable) to track the status of all contracting processes.
- Proactively identify and address issues to prevent bottlenecks in contract processing.
- Develop and improve internal grantmaking operations processes and systems for efficiency.
- Manage calendars and provide scheduling and administrative support to the CEO and leadership team.
- Utilize AI to streamline scheduling and administrative tasks.
- Prepare briefing materials and updates for leadership team members.
- Serve as a day-to-day coordination point for the CEO, triaging requests and tracking commitments.
- Administer daily software tools including Google Workspace, Slack, Airtable, and Zoom.
- Manage user accounts, permissions, and licenses for SaaS tools, including onboarding and offboarding.
- Handle IT and equipment logistics for staff, including device ordering and setup.
- Maintain documentation for tools and systems, serving as the primary point of contact for staff questions.
- Plan and execute organizational events, including convenings, roundtables, and dinners.
- Manage event logistics from venue sourcing and contracting to run-of-show, catering, and day-of management.
- Own event budgets, vendor management, invitations, RSVP tracking, and post-event follow-up.
- Build reusable event playbooks, checklists, and vendor lists.
- Manage the agenda and coordination of biweekly All Hands meetings.
- Support cultural initiatives such as the Holiday Party and Team Retreat.
- Undertake special projects and provide flexible support as needed.
Requirements
- Reliability and the ability to manage multiple tasks without things slipping through the cracks.
- Strong attention to detail, clear writing skills, and a commitment to closing loops.
- An operations mindset with the ability to identify and fix broken processes and improve efficiency.
- Experience supporting a senior leader or executive team, managing calendars with judgment.
- Comfort handling confidential information with discretion.
- Demonstrated experience planning and executing events from start to finish.
- Organizational skills and the ability to follow through on tasks.
- Comfort being a go-to person for software tools and administering SaaS tools.
- Ability to work in person from the D.C. office 2-3 days per week.
- Interest in applying regardless of meeting 100% of qualifications.
Skills
- Operations management
- Event planning and execution
- Executive support
- Calendar management
- Grantmaking operations
- Systems administration
- SaaS tool administration (Google Workspace, Slack, Airtable, Zoom)
- IT and equipment logistics
- Vendor management
- Budget management
- Communication
- Problem-solving
- AI-powered productivity tools
Location
- Washington, D.C.
Work Type
- Full-time
- Hybrid
Experience Level
- 4+ years of experience in operations, events, executive support, office management, or a similar role
Salary/Compensations
- $72,000–$100,000
Benefits
- Competitive benefits
About the Company
- Recoding America is a small, non-profit organization.
- We envision an American government that reliably delivers outcomes in a fast-changing world.
- We are building a cross-ideological movement to create a more effective operating model for government.
Equal Opportunity
- Recoding America Fund is an Equal Opportunity Employer and provides reasonable accommodations on request during the hiring process.
- We are committed to fostering an inclusive and accessible work environment.
- We encourage anyone who is interested in this role to apply, regardless of whether you feel you meet 100% of the qualifications.
- We especially encourage candidates who feel they would bring ideological diversity to the team to apply.