Executive Operations Coordinator

Executive Operations Coordinator

About Buffalo Together, Inc.

Buffalo Together, Inc. is a community-based 501(c)(3) nonprofit organization formed in response to the May 14, 2022 racially motivated tragedy on Buffalo's East Side. Buffalo Together works to address conditions resulting from long-standing structural oppression and disinvestment that have harmed communities of color and blocked investment in East Side neighborhoods. Through community-led investment, racial healing, and sustainable economic development, Buffalo Together strengthens organizations, leaders, and communities across the Buffalo region — advancing development without displacement, generational wealth building, and lasting community impact.

Position Summary

Buffalo Together, Inc. seeks an experienced, highly organized, and mission-driven Executive Operations Coordinator to serve as a key partner to the President & CEO. Reporting directly to the President & CEO, this part-time in-office role provides executive, operational, programmatic, and administrative support to ensure the successful implementation of organizational priorities.

The Executive Operations Coordinator will help manage day-to-day operations, support grantmaking and capacity-building activities, coordinate meetings and learning events, maintain organizational records, and assist with stakeholder, donor, and funder communications. The ideal candidate is a proactive professional who enjoys creating systems, managing details, and contributing to organizational excellence — grounded in cultural humility, deep respect for the East Side community, and a commitment to trauma-informed, equity-centered work.

This position is well suited for an experienced nonprofit professional, administrator, operations manager, former executive, or business professional seeking meaningful part-time work in a mission-focused organization.

Key Responsibilities

Executive Support

• Provide direct support to the President & CEO in managing organizational priorities and daily operations.
• Manage calendars, scheduling, and meeting coordination.
• Prepare meeting agendas, materials, presentations, and follow-up action items.
• Draft correspondence, reports, and communications on behalf of the President & CEO.
• Support project management and implementation of strategic initiatives.

Operations & Administration

• Oversee office administration and day-to-day operational functions.
• Maintain organizational records, files, databases, and documentation systems.
• Coordinate contracts, vendor relations, and administrative processes as assigned.
• Ensure efficient internal workflows and operational procedures.
• Assist with budget tracking, purchasing, and administrative reporting.

Grantmaking & Program Support

• Support planning, implementation, and evaluation of grant cycles and capacity-building programs.
• Assist with grant application review processes and applicant communications.
• Maintain accurate grant records and documentation.
• Track grant deadlines, reporting requirements, and program milestones.
• Compile data and prepare materials for grant review committees and leadership discussions.

Meeting, Event & Learning Coordination

• Plan and coordinate meetings, workshops, convenings, learning sessions, and community events.
• Manage registration, logistics, materials, and participant communications.
• Record meeting notes and maintain follow-up documentation.
• Track participation, outcomes, and evaluation feedback.
• Support continuous improvement efforts by analyzing event and program feedback.

Communications & Stakeholder Engagement

• Assist with donor stewardship activities and communications.
• Support preparation of funder updates, reports, presentations, and impact summaries.
• Maintain stakeholder contact information and communication records.
• Coordinate communications with grant applicants, community partners, consultants, and volunteers.
• Ensure timely and professional responses to inquiries.

Organizational Learning & Continuous Improvement

• Contribute to process improvement initiatives that strengthen operational effectiveness.
• Support organizational planning and learning activities.
• Assist in documenting procedures, lessons learned, and best practices.
• Compile and organize data for impact measurement and reporting.
• Participate in team planning and organizational development efforts.

Qualifications

Required

• Bachelor's degree; or Associate degree with five (5) years of executive-level experience; or equivalent professional experience.
• Minimum of three (3) years of experience in administration, operations, project coordination, nonprofit management, executive support, or a related field.
• Exceptional organizational and project management skills.
• Strong written, verbal, and interpersonal communication abilities.
• Ability to manage multiple priorities with accuracy and attention to detail.
• Proficiency with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to maintain confidentiality and exercise sound judgment.
• Demonstrated ability to work independently and collaboratively.
• Ability to consistently work in-office at Buffalo Together's downtown Buffalo location.

Preferred

• Experience in nonprofit, philanthropy, community development, or grantmaking environments.
• Experience supporting senior executives or organizational leaders.
• Knowledge of grant administration, donor relations, and program evaluation.
• Experience coordinating workshops, training programs, or community events.
• Familiarity with CRM, grants management, or project management systems.
• Lived or professional experience in Buffalo's East Side or in communities impacted by structural racism and disinvestment.
• Demonstrated commitment to racial equity and community-led change.

Core Competencies

• Strategic thinking and problem-solving
• Project and workflow management
• Relationship building and customer service
• Professional communication
• Initiative and accountability
• Systems organization and process improvement
• Data management and reporting
• Adaptability and flexibility
• Commitment to equity, collaboration, and community impact

Work Environment & Physical Requirements

This is an in-office, part-time position based at Buffalo Together's downtown Buffalo office. Occasional evening or weekend hours are required to support grant cycles, board meetings, and community engagements. Reliable transportation is expected for local travel to community sites and events. The role requires the ability to work at a computer for extended periods and to occasionally lift meeting or event materials up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Compensation Notes

The hourly range of $28–$35 reflects the breadth of this hybrid role — which combines executive support, operations, grants administration, event coordination, stakeholder engagement, and process improvement — and was set with reference to 2026 Buffalo-area nonprofit compensation data. It is aligned with Buffalo Together's existing part-time compensation structure for comparable manager-level roles and complies with New York State pay transparency requirements. Because this is a temporary assignment, additional hours may be available during active grant cycles and major events. For candidates bringing significant executive experience (e.g., former Executive Director, COO, or senior operations leader), compensation may be reviewed toward the upper end of the range.

How to Apply

Interested candidates should submit a résumé, a cover letter outlining their qualifications and interest in Buffalo Together's mission, and three (3) professional references.

Buffalo Together, Inc. is an Equal Opportunity Employer and values diversity, equity, inclusion, and belonging. We strongly encourage applications from individuals of all backgrounds and experiences — including people of color, women, LGBTQ+ individuals, people with disabilities, and veterans — and particularly from members of the communities we serve.