Executive Administrative/Operations Manager

BASIC FUNCTION: The Executive Administrative & Operations Manager plays a critical role in ensuring the efficiency and professionalism of the organization’s administrative and operational functions. This position provides high-level administrative coordination to executive leadership and program teams while directly overseeing reception and front desk operations across all sites. The Manager supervises a team of receptionists, fostering a culture of accountability, client-centered service, and trauma-informed practices. In addition to managing daily office operations, technology and equipment needs, and organizational calendars, the role supports executive and board functions, coordinates onboarding for new staff, and leads process improvements that strengthen organizational systems. The ideal candidate is a strategic problem solver with exceptional organizational skills who thrives in a fast-paced, mission-driven environment and is committed to modeling the organization’s values in every aspect of their work.

REPORTS TO: Controller

LOCATION: Hybrid (4 days in office – Pilsen*)
*Regular travel to other sites will be required.

RESPONSIBILITIES

1. Provide high-level administrative support to executive leadership and program teams, including scheduling, complex calendar management, meeting preparation, and professional correspondence.
2. Serve as liaison between the CEO and the Board of Directors, coordinating meetings, preparing materials, and ensuring timely follow-up on board-related tasks.
3. Partner with leadership to ensure organizational priorities are supported through effective administrative systems and structures.
4. Supervise a team of full-time and part-time receptionists, providing regular coaching, training, and performance evaluations.
5. Direct daily front desk operations across all sites to ensure a professional, welcoming, trauma-informed, and crisis-responsive environment.
6. Oversee reception workflows to ensure consistent coverage, timely visitor intake, professional phone handling, and effective lobby management.
7. Empower receptionists to take ownership as site leads during their shifts, fostering accountability and leadership growth.
8. Collaborate with the Internship Clinical Manager to coordinate front desk volunteers, ensuring smooth integration into daily operations.
9. Lead ongoing training for reception staff in customer service, crisis response, confidentiality, and client engagement best practices.
10. Troubleshoot and resolve front desk operational challenges, escalating issues when appropriate while maintaining a solutions-oriented approach.
11. Coordinate organizational calendars, internal meetings, and event logistics, ensuring seamless execution.
12. Oversee daily office operations including supply management, mail handling, vendor communications, and office upkeep.
13. Manage organizational equipment and technology inventory, ensuring functionality; provide basic troubleshooting or coordinate with IT vendors as needed.
14. Process invoices, purchase orders, and staff reimbursements in collaboration with the finance team.
15. Maintain accurate and compliant organizational records and filing systems (digital and physical).
16. Support organizational projects related to policy development, system improvements, and documentation of operational processes.
17. Assist in coordinating onboarding logistics for new hires, including workspace setup, technology accounts (e.g., Zoom, Adobe Pro), staff IDs, supplies, and welcome materials.
18. Model and promote trauma-informed, client-centered, and culturally responsive customer service standards.
19. Provide customer service support as needed, including answering phones, responding to inquiries, and assisting visitors.
20. Ensure reception and administrative staff consistently reflect the mission and values of the organization in all client and partner interactions.
21. Manage administrative task delegation across the team, ensuring timely and high-quality completion of work.
22. Contribute to organizational efficiency by identifying areas for process improvement and implementing solutions.
23. Perform other duties as assigned to advance organizational priorities. 

QUALIFICATIONS

Qualifications & Skills

• Strong organizational skills, attention to detail, and ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills, interpersonal, and customer service skills
• Proficiency with Microsoft Office, Google Workspace, and virtual meeting platforms (e.g., Zoom); experience with basic technology troubleshooting preferred
• Experience with data tracking, reporting, as well as file management and office systems
• Ability to handle sensitive and confidential information with discretion and professionalism
• Strong problem-solving skills and a proactive approach to work
• Bilingual (English/Spanish) required

Education & Certifications

• Associate’s degree in Business Administration, Office Management, or a related field required; Bachelor’s degree preferred
• 3+ years of experience in administrative support, office coordination, or operations
• Certified Administrative Professional (CAP), Facilities or Operations Management certification or similar certification a plus but not required
• Experience in nonprofit or mission-driven organizations preferred

Physical Requirements & Working Conditions

• This position has a hybrid work schedule which includes weekly in office presence
• Must be able to occasionally lift items weighing up to 20 lbs.
• Travel to other Mujeres office locations, as needed
• Work evenings and weekends as needed

SALARY

$58,000 – $70,000

Submit resume and cover letter to ldiaz@mujereslat.org

Mujeres Latinas en Acción is an Equal Opportunity Employer. Mujeres hires the most qualified candidates without regard to any person’s race, color, sex, gender identity, gender expression, sexual orientation, age, religion, disability, national origin, ancestry, marital status, parental status, military discharge status or source of income.

As part of Mujeres pay equity commitment, it’s our policy that upon offering employment, we do not negotiate salary or benefits.