Executive Operations Manager

Created on: March 23, 2026

Reports to: President & CEO

Office hours: Monday through Friday, 9 am to 5 pm

Location: Naples Office (on-site role)

Position: Full time/exempt

OVERVIEW OF RESPONSIBILITIES

The Executive Operations Manager serves as a key partner to the President/CEO, supporting both day-to-day operations and broader organizational priorities. This role goes beyond traditional administrative support by integrating executive coordination, project management, and operational oversight to ensure the CEO and leadership team are aligned, prepared, and operating efficiently.

This individual will manage complex scheduling, support Board and leadership engagement, coordinate key projects, and serve as a central point of communication across internal and external stakeholders. The ideal candidate is highly organized, proactive, and detail-oriented, with the ability to anticipate needs, manage multiple priorities, and operate with discretion in a fast-paced, mission-driven environment.

KEY RESPONSIBILITIES / ESSENTIAL FUNCTIONS

Executive Support & Coordination

• Manage and maintain the CEO’s calendar, ensuring alignment with organizational priorities and effective use of time
• Coordinate meetings, including scheduling, logistics, and preparation of materials
• Prepare, proofread, and format reports, presentations, and correspondence
• Draft routine communications on behalf of the CEO as needed
• Arrange travel logistics, including itineraries and follow-up

Board & Leadership Support

• Serve as a point of contact for Board members, ensuring a high level of professionalism and responsiveness
• Coordinate logistics for Board of Directors and committee meetings, including scheduling, materials, and communications
• Assist with preparation of board agendas, packets, and meeting minutes
• Track follow-up items and support timely communication with Board members
• Support onboarding of new Board members

Project & Operational Support

• Track key projects, timelines, and deliverables to support execution of organizational priorities
• Follow up on action items from leadership and cross-functional meetings
• Assist in coordinating efforts across departments to ensure alignment and communication
• Support special projects, initiatives, and events as needed
• Identify opportunities to improve processes and support implementation of more efficient systems

Office & Administrative Operations

• Support day-to-day office operations to ensure a smooth and efficient work environment
• Coordinate internal meetings, staff events, and retreats
• Maintain organized digital and physical filing systems
• Partner with leadership to support onboarding of new hires

Stakeholder Communication & Engagement

• Serve as a point of contact for internal and external stakeholders, including community partners and donors
• Support coordination of meetings, communications, and follow-ups
• Help ensure timely, professional, and consistent communication across interactions

IDEAL CANDIDATE PROFILE

• Highly organized with exceptional attention to detail
• Proactive and able to anticipate needs, think ahead, and solve problems independently
• Strong communicator with the ability to interact professionally with senior leaders, Board members, donors, and community stakeholders
• Adaptable and able to manage multiple priorities in a fast-paced, dynamic environment
• Collaborative, resourceful, and solutions-oriented
• Exercises sound judgment and maintains a high level of discretion
• Committed to the mission and values of the organization

REQUIRED QUALIFICATIONS & SKILLS

• Minimum of 5 years of experience supporting senior-level executives (nonprofit experience preferred)
• Demonstrated ability to manage complex calendars, priorities, and competing demands
• Strong organizational and time management skills with a high level of accuracy
• Excellent written and verbal communication skills
• Proven ability to work both independently and collaboratively in a small team environment
• Experience coordinating meetings and events
• Strong problem-solving skills with the ability to adapt to changing priorities
• Experience with Microsoft Office, CRM systems, project management tools preferred

This job description is descriptive only and is not meant to itemize all the needed attributes, skills, or duties associated with the position. Duties, responsibilities, and activities may change with or without notice.