Executive Assistant / Operations Manager

Purpose: The Operations Manager performs a wide range of administrative functions-managing calendars; coordinating travel logistics; organizing meetings/events; handling calls/inquiries; interfacing with public, staff, and the Board of Directors; drafting and editing correspondence and other written materials; and works to anticipate the needs of the CEO to effectively support all aspects of their work. The Operations Manager is also responsible for the fixed assets, service contracts and office and janitorial supplies for both corporations; which includes vehicles, owned and leased facilities, equipment, consumable (office) supplies, and the information technology and telecommunications systems of the organization ESSENTIAL FUNCTIONS: CEO and Board Support Organize and set priorities for a variety of complex tasks, including a high volume of regularly occurring work and constantly changing array of special projects and calendar demands. Provide excellent administrative support to the CEO to enable them to achieve their goals. This would involve maintaining an emerging synthesis of the organizations needs, being able to proactively anticipate needs, and always managing a holistic view of priorities and deliverables. The Operations Manager is the CEO's trusted advisor in all aspects of leading and managing the agency. Develop and maintain meeting notes and agenda for meetings to include maintaining all Board records, including agendas, minutes, financial reports, etc. for compliance with funding source requirements, audit requirements, and oter regulatory/agency requirements. Manage and oversee Keystone Community Development Corporation properties and assets, including management of tenant relations and leases. Office Management Monitor, respond to and distribute incoming communications, to include the organization's daily mail, handling e-faxes and managing the organization's check log. Overseeing office and janitorial supply requisition and online purchasing. Managing administrative and maintenance tasks across satellite offices. Operations Manage and oversee organization fixed assets, consumable (office) supplies, information technology, and telecommunication systems for the organizations. This includes conducting an annual organization-wide inventory of fixed assets which meets organization, funder, and contractor needs and requirements; along with overseeing service contracts. Develop and maintain a contact database for groups, businesses, vendors, volunteers and any other entity or individual involved with the organization's fixed assets. Administrative Support Oversee the recruitment, training, supervision of, and provide high quality support to personnel involved in the operation of assigned activities. Organize, manage and provide administrative support for special projects and events. General administrative and clerical duties (mailing, scanning, faxing, copying, running errands, etc.).

Created: 2026-03-04