Manager I, Administrative Operations and Communications

Description

The Manager I, Administrative Operations and Communications provides high-level support to the Chief Executive Officer and the President, ensuring the effective coordination of executive priorities, organizational communications and key administrative functions across the Foundation. This role manages scheduling and correspondence for both the CEO and President, while also overseeing the organization’s podcast and supporting select administrative aspects of fundraising activities.

Requirements

EXECUTIVE SUPPORT

• Provides comprehensive logistical support to leadership, ensuring seamless communication with internal and external stakeholders.
• Creates and manages leadership briefing materials.
• Maintains and manages leadership’s calendar, including scheduling and coordinating meetings.
• Provides strategic oversight for event and project implementation, ensuring seamless coordination and high-quality results.
• Cultivates and nurtures strong relationships with stakeholders, serving as a trusted liaison to promote collaboration and alignment.
• Manages leadership social media platforms - LinkedIn, Facebook and Instagram.
   

ADMINISTRATIVE DUTIES

• Assists with the coordination and management of the organization-wide calendar to ensure alignment across teams and efficient scheduling.
• Arranges and coordinates travel accommodations for the Senior Leadership Team, including flights, lodging and itineraries, to ensure efficient and hassle-free travel experiences.
• Assists Foundation Directors with mass mailings, event invitations, and general outreach efforts to ensure effective communication and engagement.
• Updates the Salesforce CRM database, maintaining accurate and organized contact records.
• Provides exceptional customer service by overseeing and managing the leadership team’s phone lines, Foundation phone line and personal phone line.
• Catalogs and documents important meeting notes and records, ensuring proper organization and accessibility for future reference.
• Handles mail and package collection and distribution, as well as the ordering and inventory of office supplies to maintain a well-functioning office environment.
   

FUNDRASING DUTIES

• Provides administrative support for fundraising activities including donor meeting coordination, briefing materials and follow-up tracking for the CEO and President
• Maintains donor records in Little Green Light ensuring accurate tracking of gifts, pledges, invoicing and payment status in coordination with development and finance teams
• Assists with drafting funding proposals, grant materials and related submission documents while coordinating preparation and logistics for donor cultivation, fundraising events and grant deadlines
• Drafts and manages donor correspondence and stewardship communications including acknowledgments and executive-level outreach materials
   

FOUNDATION PODCAST

• Lead end-to-end production of the Foundation’s podcast, including topic development, guest outreach, interview preparation, recording coordination and episode execution.
• Oversee podcast distribution, promotion and audience engagement across digital channels, ensuring consistent branding and messaging.
• Monitor performance metrics and audience insights to inform content strategy, measure impact and drive growth in listenership and engagement.
   

QUALIFICATIONS

• Bachelor's degree preferred 3+ years of  experience strongly preferred. 
• Generally 6 – 8 years experience may substitute for educational requirements. 
• Prior experience working in a non-profit or foundation environment desired.
• Experience working with a wide array of high-profile and global stakeholders including funding donors, local and national government officials, agency leaders, scientific & industry related experts and dignitaries.
• Experience in a guest/customer services function at a cultural attraction or in a corporate environment.
• Excellent organizational, communication, negotiation and multitasking skills.
• Experience with Google Suite, Microsoft Suite, Zoom, Constant contact, SiteViz and Salesforce CRM database is a plus.
• Ability to multitask, remain calm under pressure and thrive in a fast-paced environment .