Executive Operations Manager in Portland, Oregon at YMCA of Columbia Willamette

Role Summary
The Executive Operations Manager to the CEO is a trusted operational partner who supports the CEO in translating priorities into action across the YMCA of Columbia-Willamette. This role blends high-level executive support with select strategic and organizational responsibilities, grounded in the YMCA’s mission, values, and community impact.

This role provides primary day-to-day support to the President & CEO, ensuring priorities, communications, and commitments are managed with clarity and follow-through, while creating alignment at the executive level and supporting a healthy pace of work across the organization.

Key Responsibilities

Executive Support & Operational Management

• Manage the CEO’s calendar and schedule with a strategic lens; align time with mission-critical priorities
• Prepare the CEO for meetings by providing context, key questions, risks, and next steps
• Track CEO commitments and organizational follow-through; ensure actions move to completion
• Track and support follow-through on key external commitments made by the CEO, ensuring timely coordination and closure
• Manage information flow to the CEO; synthesize input and surface what matters most
• Anticipate needs and proactively address issues that could disrupt momentum

Strategic Support & Priority Execution

• Document, organize, and track CEO-defined annual and quarterly priorities
• Support execution of CEO-led initiatives and cross-departmental projects
• Prepare agendas and materials for executive leadership meetings and retreats, ensuring content is clear, aligned with CEO priorities, and set up for effective decision-making and follow-through.
• Monitor progress on priority work and flag risks or delays early
• Support the design and maintenance of executive operating rhythms, including annual planning cadence, quarterly priority reviews, and leadership retreats
• Conduct research and prepare briefing materials to support decision-making

Organizational Alignment & Communication

• Serve as a liaison between the CEO, senior leadership, staff leaders, and board partners, with executive support aligned to CEO priorities.
• Help clarify executive direction into documented next steps
• Support coordination across departments to reduce silos and duplicated effort
• Support development and coordination of CEO-directed association-wide internal communications, ensuring clarity, consistency, and alignment with executive priorities.
• Support executive team effectiveness through structured agendas, documentation clarity, and meeting design
• Represent the CEO in meetings or follow-ups as delegated

Governance & Board Support

• Coordinate preparation for board and committee meetings in partnership with Board Chair, CEO, Chief External Affairs Officer, Chief Operating Officer, Chief People Officer and Chief Finance Officer
• Track board actions and ensure timely follow-through
• Support governance processes consistent with YMCA standards and best practices
• Support Board operations and communications in close coordination with the CEO and Board Chair; this role does not assume ownership of board strategy, committee leadership, or governance decision-making.

Office Operations & Southeast Facility Coordination

• Coordinate Mission Support Team office space, supplies, and shared resources at the Southeast establishment.
• Serve as a point of coordination for Southeast facility use, including gym and clay studio rentals, ensuring alignment with established policies, schedules, and community expectations.
• Liaise with the Childcare team to coordinate shared use of the Southeast facility and ensure alignment with schedules, staffing, and operational needs.
• Coordinate with vendors and contractors for routine maintenance and facility needs at the Southeast establishment, in partnership with Operations and within established guidelines.
• Coordinate mail receipt, opening, and distribution in partnership with Philanthropy and Finance, ensuring timely and accurate routing of donations, payments, and related correspondence.
• Partner with Operations and Finance as needed to support smooth logistics and appropriate documentation related to rentals.
  

Other Duties as Assigned
Performs related duties as needed to support the President & CEO, Board operations, and defined executive coordination responsibilities, without absorbing unrelated operational work or serving as a general problem-solver outside the scope described above.

Scope and Boundaries This role:

• Supports and enables the CEO and executive leadership team by improving clarity, coordination, and execution, rather than owning strategy or decision-making authority.
• Coordinates CEO-selected initiatives rather than managing a broad portfolio of departments
• Operates with high trust and influence, with limited formal authority

This role does not replace a full Chief of Staff function and is not expected to absorb unrelated operational work. Qualifications and Experience

• Significant experience supporting senior executives, ideally in nonprofit or mission-driven organizations
• Strong organizational and project management skills
• Ability to balance detail-oriented execution with big-picture thinking
• Clear, concise communicator across diverse audiences
• High level of discretion, judgment, and emotional intelligence
• Comfort navigating complex relationships and priorities

Working Style

• Mission-centered and people-aware
• Proactive, steady, and solutions-focused
• Able to move between behind-the-scenes coordination and visible leadership support
• Respects boundaries and sustainable work practices