Harlem Children's Zone, Inc. (HCZ) is a multi-site, multi-program community organization providing a comprehensive network of education, social and health services, and recreation to more than 21,000 children and adults in Central Harlem.
HCZ is seeking a highly organized, strategic, and solutions-oriented Executive Operations Manager to serve as an operational partner to the Managing Director of Core Operations. The Executive Operations Manager supports the execution of priorities and cross-functional initiatives across Facilities, Information Technology, Safety, Food Services, and related functions.
This role combines executive operations, project management, meeting and communication coordination, departmental reporting, and continuous improvement to help ensure priorities move effectively from planning through execution. The Executive Operations Manager reports directly to the Managing Director of Core Operations.
• Bachelor's degree in Business Administration, Public Administration, Operations Management, Project Management, or a related field preferred.
• 5+ years of progressively responsible experience in executive operations, project management, operations, executive administration, or a related field.
• Demonstrated ability to manage multiple projects and competing priorities in a fast-paced environment.
• Strong analytical and problem-solving skills with the ability to synthesize information and identify solutions.
• Excellent written and verbal communication skills.
• Strong organizational, project management, and stakeholder-management skills.
• Proficiency in Microsoft Office Suite and project management or tracking tools.
• Experience preparing presentations, reports, dashboards, and meeting materials.
• Project management certification preferred but not required.
Who You Are
• Committed to HCZ's mission and the communities we serve.
• Highly organized, detail-oriented, and able to manage competing priorities.
• A proactive problem solver who anticipates needs and follows through on commitments.
• A strong communicator who can work effectively across teams and organizational levels.
• Skilled at building relationships and coordinating work across multiple stakeholders.
• Comfortable using data, trackers, and reporting tools to monitor progress and support decision-making.
• Able to exercise sound judgment and maintain confidentiality.
• Adaptable, resourceful, and comfortable working in a fast-paced environment.
What You'll Do
Executive Operations & Coordination
• Serve as an operational partner to the Managing Director, supporting the coordination and execution of key priorities.
• Manage the Managing Director's calendar and coordinate scheduling around key departmental and organizational priorities.
• Prepare presentations, reports, correspondence, briefings, and other executive materials.
• Coordinate meetings, develop agendas and materials, capture key decisions and action items, and support timely follow-through.
• Support departmental communications and maintain organized records and documentation.
Project Management & Departmental Reporting
• Manage assigned projects and cross-functional initiatives from planning through execution.
• Develop and maintain project plans, timelines, milestones, and action-item trackers.
• Coordinate work across Facilities, Information Technology, Safety, Food Services, and other stakeholders as needed.
• Maintain departmental dashboards and reporting tools to track priorities, deliverables, and progress.
• Identify risks, barriers, and dependencies and escalate issues as appropriate.
• Support the Managing Director in monitoring follow-through and accountability across key initiatives.
Operational Initiatives & Continuous Improvement
• Coordinate departmental meetings, events, retreats, leadership institutes, and special initiatives, including logistics, vendors, materials, and communications.
• Support procurement, purchasing, invoice tracking, onboarding, and other departmental administrative processes as needed.
• Identify opportunities to improve workflows, tracking systems, communication, and operational efficiency.
• Support implementation of process improvements and maintain systems that strengthen departmental organization and execution.
• Perform additional related duties and support priority initiatives as assigned.