Operations Manager

Reports to: VP of Strategy and Growth

Salary Range: $60-80k, depending one experience

Classification: Exempt

Location: Must be authorized to work in the US, preference for those located in Phoenix, Chicago, or DMV

Priority Application Date: April 30th

Application will remain open until position is filled.

Position Overview: The Operations Manager is responsible for ensuring organizational success by maintaining successful and efficient operations. This role will support the leadership team (CEO, VP of Strategy & Growth, and VP of Programs) in leading SEED SPOT related to operations, overseeing and refining internal processes, and project management. The Operations Manager is responsible for overseeing and supporting all administrative functions related to operations, human resources, and technology as well as encouraging and maintaining a high level of tangible team culture through team recognition and review of company policies and implementation. 

Key Responsibilities

Organization and Project Management

• Create, implement, and maintain sustainable systems and workflows.
• Drive organization-wide initiations from planning through execution, ensuring clarity of roles, timelines, and outcomes.
• Support annual planning cycles, fiscal year transitions, and organizational calendars.
• Identify operational inefficiencies, recommend, and build solutions. 

Meeting, Event, and Communications Management

• Lead weekly Operations Meetings, All Team Scrums, monthly lunch and learns, and quarterly strategy meetings. 
• Plan and execute annual team retreat including travel, accommodations, and agenda. 
• Plan and execute organizational events including Demo Days, fundraising events, etc. keeping entrepreneurs at the forefront and ensuring SEED SPOT-level quality.
• Deliver internal communications, announcements, celebrations, and teamwide reminders.

Leadership Team Support

• Provide operational and strategic input to leadership decisions. 
• Track leadership priorities and support execution of strategic initiatives. 
• Support development and tracking of annual strategic plans and budgets. 

Finance and Vendors

• Serve as the operational liaison with all external and third party vendors including accounting firm, PR firms, and contractors. 
• Oversee accounts payable and receivable processes and ensure appropriate filing and documentation in Salesforce. 
• Maintain oversight and eliminate redundancy of vendor contracts, subscriptions, payment access, and donations. 
• Oversee grant distribution, program payments, and reimbursements through BILL.com.

People Operations and Team Culture

• Support a positive, inclusive team culture through recognition, engagement initiatives, celebrations, and team/culture building events.
• Coordinate travel logistics.
• Support appropriate use of PTO and leave in accordance with policy and applicable law.
• Promote awareness and adherence to company policies, escalating concerns as appropriate.

Hiring, HR, and Compliance

• Manage hiring processes, onboarding, and offboarding for all employees, fellows, interns, and contractors. 
• Maintain employee and contractor documentation, agreements, and records.
• Coordinate employee performance reviews, engagement surveys, and compliance audits.
• Partner with external HR and benefits providers to support payroll, benefits administration, and compliance.

Information Technology and Data

• Oversee internal systems, tools, and access management (Google Workspace, CRM, project tools).
• Maintain secure file management, passwords, and access controls.
• Support implementation of cybersecurity best practices and data protection protocols.
• Manage organizational calendars and operational compliance timelines.

Legal and Board Support

• Coordinate with legal counsel on contracts, compliance matters, and renewals.
• Maintain contract templates and support execution processes.
• Support board meeting preparation, documentation, and recordkeeping.

Requirements

To be considered, applicants must have:

• 3-5 years of experience in project management
• 2+ years of experience managing team members and coordinating departments, external stakeholders, and contractors to successful business outcomes
• 2+ years of experience working with project management platforms
• 2+ years of experience managing AP/AR and financial platforms like Stripe 
• 1+ year of experience in event planning and management
• Expert in creating processes that provide structure that works for a team 
• Strong competency in automation and creating workflows with multi platform integration 
• Demonstrated experience using tools like Salesforce, Airtable, Qualtrics, Slack, BILL.com. 
• Excellent demonstrated written and verbal communication skills
• Strong interpersonal skills and demonstrated ability to work well with a dynamic and remote team
• Alignment with SEED SPOT mission, vision, and core values
• Ability to manage logistics and pay close attention to detail
• Excels at overcoming obstacles with positivity, enthusiasm, and a can-do spirit!
• Self-starter who strives to meet and exceed goals
• Highly organized, responsive, communicative, and driven
• Must be authorized to work in the US. 
• Ability to travel within the US approximately 1-2x a year

Preferred Experience/Skills:

Competitive candidates will demonstrate the following:

• Project management certification 
• Experience in HR
• Prior experience working with underserved populations
• Grant fulfillment and reporting experience
• Experience creating and building authentic team culture in a remote environment