Executive Operations Manager

Overview
Job Title:

Executive Operations Manager

Status:

Full Time, Exempt

Payscale:

$65,000 to $80,000

Location:

Hybrid, based at the SE Foster Y facility approximately three days per week, with regional support across Metro Portland and Southwest Washington and remote work as appropriate.

Role Summary
The Executive Operations Manager to the CEO is a trusted operational partner who supports the CEO in translating priorities into action across the YMCA of Columbia-Willamette. This role blends high-level executive support with select strategic and organizational responsibilities, grounded in the YMCA’s mission, values, and community impact.

This role provides primary day-to-day support to the President & CEO, ensuring priorities, communications, and commitments are managed with clarity and follow-through, while creating alignment at the executive level and supporting a healthy pace of work across the organization.

Key Responsibilities
Executive Support & Operational Management

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

Strategic Support & Priority Execution

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

Organizational Alignment & Communication

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

Governance & Board Support

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; this role does not assume ownership of board strategy, committee leadership, or governance decision-making

Office Operations & Southeast Facility Coordination

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

Other Duties As Assigned

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
Scope and Boundaries

Supports and enables the CEO and executive leadership team by improving clarity, coordination, and execution, rather than owning strategy or decision-making authority

Coordinates CEO-selected initiatives rather than managing a broad portfolio of departments

Operates with high trust and influence, with limited formal authority

This role does not replace a full Chief of Staff function and is not expected to absorb unrelated operational work.

Qualifications and Experience

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

Working Style

Mission-centered and people-aware

Proactive, steady, and solutions-focused

Able to move between behind-the-scenes coordination and visible leadership support

Respects boundaries and sustainable work practices

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