Operations & Administration Manager

Oct 5

Location: Flexible / Remote (HQ in NYC)
Type: W-2 Employee (Full Time)
Reports To: Executive Director
Start Date: Early November 2025

OVERVIEW

Work for America is a national nonprofit dedicated to solving the government staffing crisis by making public service a career of choice. We partner with local and state governments to recruit, hire, and inspire the next generation of public servants, ensuring communities have the workforce needed to deliver essential services.

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ROLE OVERVIEW

The Operations & Administration Manager will play a pivotal role in keeping Work for America running smoothly. This person will: (1) support the Executive Director and leadership team in daily operations, (2) oversee core administrative, financial, and operational systems, and (3) manage the organization’s CRM to ensure effective relationship management. The role is ideal for someone who thrives in a startup environment, enjoys building systems, and wants to shape the backbone of a fast-growing national nonprofit.

KEY RESPONSIBILITIES

Executive Support

Support the Executive Team with day-to-day administrative tasks as needed.
Help prepare materials for Board and Board Committee meetings; ensure quorum is met and materials are distributed on time.

Finance & Compliance

Enter accounts payable for processing, and oversee timely payment of invoices.
Support staff with receipt management for credit card charges and expense reimbursements, as well as reimbursement submissions.
Monitor organizational checking account balances to ensure cash flow needs are met.
Track philanthropic grant requirements, and support grant applications and report preparation.

Vendor & Contract Support

Prepare vendor contracts for review by the Executive Director and legal team.
Track vendor and consultant engagements to ensure deliverables are being met.

CRM Management

Serve as the primary administrator for the organization’s CRM (HubSpot).
Maintain accurate and up-to-date records of partners, funders, and stakeholders.
Build and generate reports to support fundraising and program tracking.
Ensure data integrity through regular audits and process improvements.
Train and support staff in consistent use of HubSpot for relationship management.

Human Resources & Benefits

Support onboarding for new staff and contractors.
Monitor payroll processing handled by PEO partner.
Assist with benefits administration in collaboration with PEO partner.
Oversee the organization’s 401(k) retirement account to ensure compliance with applicable regulations.
Serve as a point of contact for staff regarding benefits and payroll-related questions.

Virtual Office Operations & Events

Manage and track organizational accounts and subscriptions (e.g. Google Workspace, Zoom, Slack).
Schedule and coordinate all-staff events, including travel logistics.
Interact with vendors, partners, and external stakeholders in a professional and personable manner.
Manage organizational mail and correspondence.

QUALIFICATIONS

5+ years of administrative, operations, or finance-related experience, preferably in a nonprofit environment.
Strong organizational skills with the ability to manage multiple priorities in a fast-paced setting.
Detail-oriented with a commitment to accuracy in financial and compliance-related tasks.
Experience in a growing or startup environment is a plus.
Experience with CRM management (HubSpot preferred).
Experience working with a Professional Employer Organization (PEO) preferred but not required.
Proficiency in Google Workspace and/or Microsoft Office Suite, expense management software (e.g. Expensify), and comfort adopting new AI-driven productivity tools.
Excellent interpersonal skills with the ability to work collaboratively across all levels of staff and with external vendors.
Experience supporting senior executives, Board relations, and event coordination.
Ability to handle sensitive information with discretion and maintain confidentiality.
Strong problem-solving skills, adaptability, and willingness to take initiative.

WHY JOIN US?

Be part of a mission-driven organization tackling some of the most pressing challenges in public service today.
Gain hands-on experience working in a fast-paced, high-impact startup environment.
Work closely with experienced leaders in government, communications, and nonprofit management.
Have the opportunity to shape the internal systems and processes of a growing national nonprofit.
Join a collaborative and supportive team committed to making a difference in communities nationwide.