Executive Operations & Strategic Initiatives Manager

Executive Operations & Strategic Initiatives Manager Santa Barbara Botanic Garden Inc - 2.7 Santa Barbara, CA Job Details Full-time $70,304 - $74,000 a year 1 day ago Qualifications Confidential information handling Driver's License Donor communication management Desktop applications Managing projects Productivity software Community relationship building Cross-functional collaboration Stakeholder relationship building Full Job Description Why This Role Matters This role serves as the operational anchor for the Executive Director, ensuring priorities move forward and organizational goals are translated into action. Acting as a force multiplier for leadership, the Executive Operations & Strategic Initiatives Manager ensures that priorities move forward, decisions are supported with timely information, governance functions run smoothly, and key initiatives stay on track. Success in this role requires exceptional judgment, discretion, organizational agility, and the ability to balance strategic thinking with flawless execution. You will work across all levels of the organization, helping strengthen communication, alignment, and operational effectiveness. This is a full-time (40 hours per week), onsite, exempt position reporting directly to the Executive Director. What You'll Do Executive Operations & Leadership Support Serve as a strategic and operational partner to the Executive Director by managing priorities, facilitating information flow, and supporting effective decision-making. Manage the Executive Director's schedule, communications, meeting preparation, and follow-up Prepare briefings, presentations, correspondence, and other executive materials Identify emerging issues, opportunities, and decisions requiring leadership attention Help prioritize competing demands and ensure focus remains on the Garden's highest-impact work Track key commitments, deadlines, and organizational priorities Board Relations & Governance Serve as the primary coordinator and liaison for the Board of Trustees and Board Committees. Manage board and committee calendars, meetings, retreats, orientations, and special events Coordinate agendas, board packets, minutes, governance records, and follow-up actions Facilitate virtual and hybrid meetings, including technology and document management Ensure board communications and governance processes are organized, timely, and effective Strategic Initiatives & Organizational Projects Support and, at times, lead projects that advance the Garden's strategic plan and organizational goals. Coordinate cross-functional initiatives and special projects Conduct research, analyze information, and develop recommendations Create project plans, monitor milestones, and track progress Facilitate communication and collaboration across departments Help drive accountability and follow-through on key organizational priorities External Relations & Stakeholder Engagement Support the Executive Director's relationships with key stakeholders and community partners. Prepare materials, talking points, presentations, and correspondence Assist with donor, member, community, government, and partner engagement activities Help coordinate meetings, events, and follow-up communications Organizational Effectiveness & Culture Help strengthen communication, collaboration, and organizational cohesion. Foster positive working relationships across departments Support leadership communications and change initiatives Promote a culture of professionalism, trust, and accountability Serve as a resource and connector across teams Information Management & Organizational Continuity Maintain systems and processes that support effective leadership operations. Manage confidential information and sensitive records with discretion Strengthen documentation, knowledge management, and information flow Preserve institutional knowledge and support continuity across initiatives and leadership transitions What Helps You Thrive in This Role You are: Highly organized and exceptionally detail-oriented A proactive problem-solver who anticipates needs before they arise Comfortable navigating ambiguity and shifting priorities Skilled at building relationships across diverse groups of people Equally capable of thinking strategically and executing tactically Professional, resourceful, and trusted with sensitive information What You'll Bring Required Qualifications Four or more years of progressively responsible administrative, executive support, operations, project management, or related experience Exceptional organizational, project management, and time-management skills Strong written and verbal communication skills Excellent judgment, discretion, and ability to maintain confidentiality Proficiency with Microsoft Office Suite and common business software platforms Strong interpersonal skills and the ability to work effectively with staff, trustees, donors, volunteers, and community partners You Must Be Able To Anticipate needs, identify challenges, and recommend solutions independently Manage multiple priorities and deadlines simultaneously Represent the Garden professionally with internal and external stakeholders Work effectively in a fast-paced, collaborative environment Maintain strict confidentiality and handle sensitive information appropriately Preferred Qualifications Bachelor's degree or equivalent combination of education and experience Experience supporting senior executives, boards of directors, or nonprofit leadership Experience in a nonprofit, museum, garden, educational, conservation, or mission-driven organization Bilingual English/Spanish skills Physical Requirements Remain seated and work at a computer for extended periods Occasionally stand, walk, bend, reach, and navigate stairs and Garden trails Lift and carry up to 20 pounds Work occasionally outdoors in varying weather conditions, including sun, rain, dust, allergens, insects, and uneven terrain Licenses & Certifications Valid California Driver License and an acceptable driving record