Manager of Executive Office

Job DetailsJob Location: Reading Partners National - Oakland, CA 94607Position Type: Full-TimeSalary Range: $71,353.00 - $83,945.00 Salary/yearJob Category: Administrative/Executive AssistantManager of Executive Office   Reading Partners is changing the education landscape. We are a leader in working to solve the literacy crisis in our country by leveraging community volunteers in under-resourced schools. Our diverse and expansive volunteer base provides one-on-one tutoring to students twice weekly, and our program is proven to help children master the reading fundamentals they need to unlock their potential as successful, happy, and confident readers in school and in life. Our people are our heartbeat and our greatest resource; we are all passionately rallied around our mission to help children become lifelong learners by empowering communities to provide individualized instruction that truly works. Join our stellar, committed team leading the charge to deepen our impact and expand our service. Watch this video to learn more about the mission and core tutoring work of Reading Partners.   The high level: The Manager of the Executive Office is a critical role reporting to the Chief of Staff and working in close partnership with the CEO to advance operational efficiency across the Executive Office. This role is responsible for driving the effectiveness of Executive Office operations, including oversight with hands-on execution of administrative functions and ensuring strong coordination across priorities and stakeholder relationships managed within the Executive Office. This individual will serve as a central coordinator for Executive Office operations, ensuring alignment, communication, and execution across Executive Office priorities and cross-functional initiatives. The Manager of the Executive Office will build and maintain strategic relationships with internal teams and external stakeholders while driving systems, processes, and workflows that enhance efficiency and effectiveness within the Executive Office. Key responsibilities include coordinating complex, multi-stakeholder projects, developing and optimizing operational processes, and providing proactive support for executive leadership in a fast-paced environment. The ideal candidate is energized by the opportunity to operate at both a strategic and tactical level within a dynamic nonprofit environment. They bring advanced organizational, planning, and time management skills, along with the ability to manage complex priorities, anticipate needs, and drive projects forward in a fast-paced, evolving context. This role is well-suited for a highly organized, proactive, and solutions-oriented professional who thrives on supporting executive leadership while strengthening team systems and collaboration. The Manager of the Executive Office should be located in the Eastern time zone or be able to work hours aligned with the time zone. This position is remote, and hires (upon start date) should reside within states where Reading Partners operates, which include: California, the District of Columbia, Maryland, Minnesota, New Jersey, New York, Oklahoma, South Carolina, Texas, Washington State, and Virginia. What you’ll do:   Executive Office Operations & Administration  Oversee the day-to-day functions of the Executive Office, ensuring strong coordination of priorities, communications, and workflows Own and manage all CEO calendar scheduling, serving as the primary point of contact for internal and external requests and partnering with the Chief of Staff to ensure strategic alignment of the CEO’s time and priorities Own and manage all CEO logistics, including travel booking and expense reporting processes, ensuring accuracy, efficiency, and seamless execution Partner with the Chief of Staff to implement and manage systems that track Executive Office priorities, deliverables, and next steps Anticipate the CEO and Executive Office needs, ensuring timely, high-quality execution and a seamless experience across all Executive Office activities   CEO Engagement Support Partner with the Chief of Staff to align and manage the CEO’s calendar, travel, meetings, and engagements to maximize time and impact Coordinate and project manage CEO engagements, ensuring strong preparation, communication, and follow-through across teams Prepare and support the development of materials and communications on behalf of the CEO (e.g., presentations, emails, newsletters, documents) Support the execution of CEO's priorities, including contributing to and at times leading key projects   Board, National Development, and Stakeholder Engagement  Partner with the Chief of Staff to support board stewardship, including preparation for meetings, materials, and engagements Support relationship management with donors, board members, and key stakeholders through proactive coordination and follow-up communications Design and implement, in partnership with National Development Operations, systems to support the CEO’s fundraising portfolio and moves management, including Salesforce-based tracking, task management, and record keeping   Project Management and Cross-Team Collaboration In partnership with the Chief of Staff, oversee and support Executive Office project management, ensuring initiatives are clearly scoped, tracked, and executed Collaborate across teams to provide administrative and coordination support for cross-functional initiatives connected to Executive Office and CEO priorities Partner with the Chief of Staff and Talent & Equity to support logistics and coordination related to internal communications (e.g., organization-wide meetings, newsletters, internal announcements, and staff communications)   Other duties as needed.   How you’ll do it: Relationship Development & Communication: Quickly establish highly collaborative and positive cross-functional relationships, and work well with all internal and external stakeholders. Demonstrate an ability to effectively communicate with a variety of folks. Ability to remain positive and goal-oriented. Celebrate wins with all stakeholders, and can contribute to a culture of deep collaboration and a spirit of curiosity.   Approach: ​Maintains a sense of calm during peak periods and maintains confidential information. Ability to rally others to achieve organizational goals with an emphasis on inclusion. Strong ability to assess and address sensitive situations and lead with a high level of emotional intelligence. A desire to achieve constant improvement in all you do and learn from others. A strong leader in cultivating a team environment, and can assist senior-level leaders with operational and logistical processes.    Detail Orientation: A passion for details, planning, collaboration, and working with others, and independently to problem solve. Ability to execute details quickly and accurately, and to communicate effectively with a wide group of stakeholders. Professional organization and prioritization skills - can take a list of tasks and accomplish them on or ahead of due dates while identifying and balancing competing and changing priorities.   Problem Solving & Decision-Making: Demonstrate a strong ability to recognize problems, solve them quickly, and appropriately message all shifts. Make decisions that consider all stakeholders, and act accordingly. Display comfort with ambiguity but have a strong bias for structure. Flexibility, resilience and perseverance when faced with obstacles and competing deadlines with limited resources. Show quick, sound decision-making ability and can work proactively to mitigate issues.   What we offer: Reading Partners’ compensation and benefits programs are designed to attract, motivate, engage, and retain top talent to propel our mission forward.    Compensation: This is a full-time, exempt, and salaried position. The pay range for this position is $71,353 - $83,945 per year and is contingent on geographic location. After applying, candidates who move forward in the hiring process are provided with the salary for their geographical location. We aim to set salaries based on objective, external, high-quality market data. Our salaries are adjusted for candidates in different geographic regions. We do our very best to ensure that we’re bringing our best offer - therefore we do not engage in salary negotiations.   Our benefits:  We offer a comprehensive benefits program intentionally crafted to support employees and their families with physical, mental, and financial health: Health & Insurance Benefits: Medical, dental, and vision insurance with substantial employer contributions toward both employee and family premiums; life and disability insurance at no cost to employees; and a free Employee Assistance Program (EAP). Pre-Tax Medical Support: Significant pre-tax employer funding to help offset employees’ out-of-pocket medical expenses, including providing first dollar coverage for some plan options. Mental Health Support: Spring Health for easy access to therapy, coaching, and wellness resources, including six sessions provided at no cost to employees. Inclusive Health Support: Carrot for guidance and support related to hormonal health, fertility, family-building, and gender-affirming services. Retirement Benefits: 403(b) retirement plan with immediate eligibility to participate and to receive employer matching contributions. Paid Time Off: Flexible Paid Time Off (Unlimited PTO) and Paid Parental Leave for up to 8 weeks for birth and non-birth parents. Holidays & Office Closures: 14 paid holidays annually, plus one week of office closure in early July and two weeks in late December. Culture & Growth: A dynamic, mission-driven culture with a strong commitment to employee development and career growth.   The other things you need to know: This role is remote-based.  Travel: This position may also involve occasional travel 2-3 times per year to Reading Partners’ operating locations across the country.  What’s Next?   If you’re interested in joining our Reading Partners team, please submit the following application materials to our online job posting: A cover letter describing your interest in Reading Partners and how your past experience has prepared you for this role.  Resume   Reading Partners is an Equal Opportunity Employer QualificationsAbout you! You’ll be successful in this role if you have or are: 3-4 years of overall related experience as an executive assistant, operations or manager, personal assistant, or project coordinator. Experience working at a layered organization with 200 or more employees; the ideal candidate has experience working with C-suite leaders at nonprofit organizations. Strong time management skills with the ability to organize and manage multiple projects with concurrent deadlines. Experience managing complex executive-level meeting schedules and coordinating across layered teams to create scheduling efficiencies. Experience operationalizing and optimizing layered travel and event schedules for executive leaders. Located in the Eastern time zone, can work hours be aligned with the Eastern time zone. Possess excellent written and verbal communication skills. A high school diploma or a GED. Proven ability to drive outcomes with limited information and shifting priorities, and comfort operating in fast-moving, undefined problem spaces. Ability to maintain confidentiality of information related to the company and its employees Experience in developing internal processes and communication protocols in support of executive leadership. A deep belief in our mission and root your work in our core values. Ability to prove eligibility to work legally in the U.S. and that you are at least 18 years of age.   Bonus Points if you: Are an AmeriCorps, Peace Corps, or other national service alum/alumna Have experience working in launch or growth phases of organization