Head of Operations & Business Management

A client of ours location on the Seacoast is seeking a highly organized, detail-oriented Business Operations Manager to support the organization's governance, office operations, and administrative systems. This role helps ensure the organization operates efficiently by supporting the Board of Trustees and committees, coordinating day-to-day office operations, maintaining organizational records and systems, and assisting with special projects and annual events. This is an excellent opportunity for someone who enjoys creating efficient systems, supporting leadership, and contributing to a mission-driven organization that is making a meaningful impact across the Seacoast region. While the position averages approximately 15 hours per week, the schedule is flexible and may vary throughout the year based on board meetings, annual events, and organizational priorities.

Responsibilities

Office Management

Coordinate day-to-day office operations and administrative functions.

Manage relationships with office, IT, software, and operational vendors.

Maintain organizational subscriptions, contracts, licenses, and administrative records.

Manage the Foundation's PO Box and general administrative correspondence.

Maintain organizational files, calendars, and recurring administrative deadlines.

Support special projects and organizational initiatives as assigned by the CEO.

Governance Support

Coordinate the annual calendar of Board of Trustees, Governance Committee, Finance & Investment Committee, and Audit Committee meetings.

Coordinate Board meeting scheduling and logistics.

Assemble and distribute board and committee agendas and meeting materials.

Prepare meeting minutes.

Maintain board records, policies, committee rosters, and governance files.

Support trustee onboarding, transitions, and annual governance activities.

Communications and Event Support

Assist in developing and maintaining a simple contact management system (CRM)

Maintain accurate organizational contact lists

Support the creation and maintenance of mailing lists for communications and events.

Coordinate administrative planning and logistics for the organization's Annual Reception each January.

Manage invitations, RSVPs, event materials, and day-of-event coordination.

Qualifications

Experience in nonprofit administration, business operations, board governance support, or office management.

Strong organizational skills and attention to detail.

Excellent written communication and proofreading skills.

Ability to work independently in a small, collaborative organization.

Experience with CRM or contact list management.

Proficiency with Microsoft Office, Zoom, and cloud-based collaboration tools; comfort learning new software and systems.

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