Manager, Office of the CEO

This is a fully remote position, open to applicants in California, +2 more states.

📋 Description

• Provide administrative and scheduling assistance to the CEO, acting as a reliable partner in managing calendar logistics and ensuring alignment with organizational priorities.

• Coordinate travel and logistics for meetings, conferences, and events hosted or attended by the CEO, which includes scheduling, venue coordination, catering, travel arrangements, and audiovisual support.

• Oversee the preparation and organization of materials for Executive Leadership Team meetings, Board of Directors meetings, and significant external engagements, including agenda creation, document organization, distribution, and follow-up tracking.

• Manage the expense reporting and reimbursement processes on behalf of the CEO in accordance with organizational finance policies.

• Assist with managing the CEO’s email inbox as required, including drafting responses, organizing communications, and highlighting priority items for review.

• Aid in relationship management efforts by keeping accurate records, communications, and follow-up processes for crucial stakeholders and partners.

• Maintain organizational systems and databases, tracking key metrics, documents, and records pertinent to the CEO's responsibilities.

• Act as a primary operational contact for both internal and external stakeholders interacting with the Office of the CEO, ensuring timely and professional communication and follow-up.

• Prepare, proofread, and edit correspondence, presentations, reports, and briefing materials on behalf of the CEO and Chief of Staff.

• Manage confidential information with discretion, professionalism, and sound judgment while representing the Office of the CEO with integrity and responsiveness.

• Assist the Chief of Staff in coordinating and tracking organizational strategic priorities and initiatives led through the Office of the CEO by maintaining project plans, dashboards, timelines, meeting notes, status updates, and follow-up systems.

• Collaborate with functional area representatives to gather materials, updates, and inputs necessary for executive decision-making, leadership meetings, and Board preparation.

• Attend assigned meetings, document key decisions and action items, and support accountability through timely follow-up and coordination.

• Provide coordination and operational support for organizational retreats, leadership convenings, and special projects led by the Office of the CEO.

• Proactively escalate operational risks, timeline concerns, or coordination challenges to the Chief of Staff in a timely manner.

• Support the implementation and continued use of AI-enabled tools and workflows that enhance operational efficiency, coordination, communications, and information management.

• Assist in the development and maintenance of templates, guides, and operational resources that facilitate the effective use of approved systems and AI tools.

• Identify opportunities to optimize administrative processes and minimize manual work through workflow and technology enhancements.

• Provide general support for special projects and organizational initiatives assigned by the Chief of Staff or CEO, offering research, coordination, and execution assistance as necessary.

• Maintain organized systems for files, records, meeting materials, and operational documentation.

• Deliver logistical support for team meetings, retreats, and organizational events.

• Actively contribute to fostering a positive, collaborative, and mission-driven team culture rooted in organizational core values.

⛳️ Requirements

• 5+ years of professional experience with at least 3 years in project management, executive coordination, or a related operational role, preferably in a nonprofit or mission-driven environment.

• Proven experience supporting senior leaders with complex scheduling, project tracking, and cross-functional coordination.

• Exceptionally organized and detail-oriented, with a strong inclination towards building and maintaining systems that enhance team efficiency.

• Strong project management skills, including the capability to manage multiple projects, track milestones, and identify risks proactively.

• Excellent verbal, written, and interpersonal communication abilities; capable of effectively engaging with a diverse range of stakeholders and audiences.

• Demonstrated capacity to maintain discretion when handling sensitive or confidential information.

• High degree of professional maturity, ownership of work, and the ability to thrive in a fast-paced, mission-driven environment.

• Proactive self-starter with strong adaptability and a solutions-oriented mindset; able to navigate ambiguity, change, and manage competing priorities.

• Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint), MS Teams, OneDrive, SharePoint, and Zoom.

• Proficiency in Monday.com or equivalent project management software.

• Intermediate to advanced proficiency with generative AI tools (e.g., ChatGPT, Claude), including the ability to apply AI to real workflow challenges and document generation tasks.

• Experience with Salesforce or a similar CRM platform is preferred.

🏝️ Benefits

• Medical/Dental/Vision Healthcare plans with UnitedHealthcare.

• Pre-tax Flexible Spending Account (FSA).

• 401K with a 4% employer match and no vesting period.

• Paid parental leave.

• Flexible Paid Time Off (PTO).

• 12 paid holidays, and collective time off during the week of the Fourth of July and between Christmas and New Year’s Day holidays.

• Employer-funded life insurance.