Operations Manager + Executive Assistant

Operations Manager Executive Assistant

Location: Minneapolis

Reports to: CEO/Founder

Employment Type: Full-Time, Exempt, 4 days/week in office

At The Reel Hope Project, our mission is to make a video for every child in the foster care system awaiting an adoptive family — giving kids a platform to share what makes them unique. As a faith-fueled nonprofit funded entirely through private donations, we work at the intersection of storytelling and child welfare advocacy to connect amazing kids with forever families.

The Operations Manager Executive Assistant directly supports the CEO/Founder as well as the full team by managing all Headquarters Operations, Administration, HR, and Office functions. This role is adept at transforming the visionary strengths of our Founder into clear and actionable workflows and outcomes, and maintains a wide variety of internal operating systems. 

Our ideal candidate finds joy in strategic problem solving, streamlining systems, calendar management, efficient travel booking, and detailed document preparation. This position is designed for someone who thrives in fast-paced, ever-evolving environments that drive hard towards a mission. 

As a laser-focused nonprofit, we’re seeking an individual who can balance big picture critical thought with day-to-day minutia management. This role serves as an effective liaison between our CEO, staff, board, and external stakeholders. 

This role will work closely with and be trained in by the National Operations Director for their first year on staff. 

Headquarters Operations

• Lead policy development with CEO; ensure compliance
• Assess system issues; analyze data to look at trends, gaps, and programming opportunities
• Oversee project management software programming; manage annual monday.com dashboard updates for widget performance 
• Serve as the primary development and troubleshooting point of contact for software programming (monday.com, Vimeo, Jotform, etc.) 
• Manage Headquarters SOPs, staff-wide and HR/Private Google Drive 
• Manage Tech Library and Password Library  
• Manage team travel information
• Manage compliance forms (benefits PCORI filing, Secretary of State renewal, etc.) Renew TRHP’s annual accreditations (ECFA, CAFO, MCN, etc.) 
• Manage annual Financial Audit w/CPA, Director of Advancement, and external bookkeeping company
• Manage annual 990 and Attorney General form
• Provide significant administrative support for The Reel Hope Project’s annual fundraiser, including coordinating and managing communication with volunteers 

HR

• Maintain TRHP’s Employee Handbook
• Create/maintain Employee job descriptions and Contractor service agreements; coordinate and file annual renewals 
• Manage Headquarters-specific functions for all new hires (onboarding, paperwork, compliance, background checks, etc.)  
• Manage annual staff benefits renewal process and deadlines (health, dental, vision, life, STD/LTD)
• Manage staff retirement plan  
• Manage organizational insurance policies and renewals (general liability, D/O, workers comp, SAM, auto, etc.)
• Manage organizational perk policies (AAA, travel insurance, etc.) 
• Manage staff offboarding 

CEO Support 

• Manage calendar scheduling across multiple time zones; protect/manage time blocks 
• Manage travel arrangements and accommodations
• Work toward managing inbox and external communications
• Ensure confidentiality of sensitive and/or private information
• Draft, proofread, prepare and organize a wide variety of documents  
• Coordinate CEO’s annual 360 staff review
• Other projects and tasks as assigned

Board of Directors Support

• Maintain all Board-related documents, including annual policy signatures 
• Schedule and coordinate details for all Board meetings and Board-related functions 
• Attend Board meetings; support CEO w/prep and set up

Office Management

• Act as primary point of contact in matters relating to coworking space (rent, compliance, etc.) 
• Manage and triage info email and phone account
• Manage mailing and Mailhouse communication/pick up
• Manage weekly P.O. box pick up 
• Manage supply orders (merch, mailings, office supplies, events, etc.) 
• Support agenda for Weekly Tuesday All Staff meetings; capture action items
• Book conference meeting rooms, secure reservations and place food orders
• Manage company vehicle cleanings, maintenance, and license plate renewal 
• Manage team-wide gifts, birthdays, and work anniversaries 

• Personal alignment with our core values & statement of faith
• System-oriented, accuracy-driven and detail-focused 
• Energized by a wide variety of one-time and recurring tasks 
• Ability to identify/solve problems and execute solutions on behalf of CEO and Board of Directors 
• 5 years of experience directly supporting one or more C-Suite executives 
• 5 years of experience in high level Admin or Operations support  
• Demonstrated success in transforming systems into high-performing workflows 
• Required proficiency in Google Suite, Zoom, monday.com (or comparable platform) and CRM platforms
• Excellent verbal and written communication skills, with specific attention and care paid to navigating the field of Child Welfare 
• Personal connection to adoption and working with youth preferred

• Salary range: $60K - $70K, DOQ
• Health, dental, vision and retirement benefits
• Life insurance and disability coverage
• 3 weeks of PTO and flexible work environment
• Be a part of finding a forever family for every child 

To apply, please send a resume and cover letter to abby@thereelhopeproject.org. We’ll begin scheduling initial interviews after Oct 13. 

We’d love for your cover letter to include (1) any personal connection you have to adoption or foster care, and (2) what draws you to working with a faith-fueled organization.