Executive Operations Coordinator

About Heart Math Tutoring: Heart Math Tutoring (“HMT” or “Heart”) is a nonprofit based in Charlotte, NC with a mission of ensuring all elementary students develop the strong foundation in math and enthusiasm for academics needed for long-term success. HMT gives young students successful experiences in math through 1:1 tutoring during the school day, delivered by supervised volunteers.

To date, 97% of Heart students have shown growth on pre/post assessments that meet goals set by elementary math specialists at the University of North Carolina at Charlotte and Charlotte-Mecklenburg Schools, and 90% of teachers annually report that student confidence increases because of the program.

Founded in 2013, HMT is a rapidly growing organization that today supports 1,400+ students across 33 schools across Charlotte, NC, Charleston, SC and Winston-Salem, NC thanks to the efforts of 50+ dedicated staff members, 1,300 volunteer tutors, and significant philanthropic support. Read more at heartmathtutoring.org.

About the Role

The Executive Operations Coordinator plays a key supporting role in helping HMT’s executive leadership and board serve effectively in a high-functioning organization. Reporting directly to the Chief Executive Officer, this person provides both administrative and substantive support to the CEO, manages board meeting logistics, supports coordination of the Leadership Team, and leads selected special projects.

The Executive Operations Coordinator helps ensure HMT consistently gets highest and best value from the CEO position, including pursuing new and innovative projects in coordination with the CEO. This is an excellent opportunity for a highly organized, mission-driven professional who is eager to develop a broad understanding of a growing nonprofit and contribute meaningfully to its operations.

This position is based in Charlotte, NC working an average of 25 hours per week Monday – Friday. The Executive Operations Coordinator would establish a set schedule in partnership with the CEO, with flexibility to rearrange as needed and with a mix of in-person and remote work.

Job Responsibilities

Key responsibilities are listed below.

Executive and Leadership Team Support

• Provide a mix of administrative and substantive support to leverage CEO’s time to maximize impact. Administrative support could include proofreading, drafting, email and calendar management, contact management, recordkeeping and other similar tasks. Substantial support would include maintaining the Leadership Team calendar & meeting cadence and mapping HMT’s internal annual planning process in coordination with the CEO.
• Leverage the CEO’s time and productivity in a positive, mission-driven working relationship.
• Conduct ad-hoc research and analysis that support the CEO’s role as needs arise. This could relate to a variety of the CEO’s responsibilities spanning fundraising (donor research & prospecting), organization data, board management best practices, board member prospecting, technology opportunities, and other topics.
• Serve as a reliable, discreet partner to the CEO – managing confidential information with maturity and sound judgement.
• Support logistics for leadership team quarterly planning sessions and other selected internal staff events, including coordinating scheduling, materials preparation, and any in-person logistics.
• Steward relationships and interactions to build the culture and brand of Heart, internally and externally.

Board Management

• Ensure all board members have administrative items necessary to fully meet their board commitments. (e.g. dates, meeting planners, advance notice, etc.) Organize board meeting packages, reports, meeting space and logistics.
• Set board calendar for the year, getting buy-in from staff and board leaders, and oversee completion of the calendar (committees, surveys, etc.).
• Support project management of new board member onboarding. Build relationships and support CEO’s relationships with all board members.
• Support the CEO's management of HMT's Governance Committee, assisting with meeting preparation, follow-up, and helping ensure the committee fulfills its annual responsibilities.
• Record minutes at board meetings.

Special Projects

• Lead or support selected short- and long-term projects based on needs and opportunities that advance HMT’s strategic plan. Project types could span program development, data analysis, identifying or evaluating technology tools to support program delivery and the organization, and more.
• Use Excel, AI tools, Salesforce, and other technology to support project work; a willingness to learn and apply new tools is essential.
• Document processes and outcomes to support knowledge transfer, organizational learning and business continuity.
• Assumes related responsibilities and performs other duties as assigned.

Seasonal Tutor Operations Support

• Provide frontend and backend support to the Volunteer Operations Team to onboard and steward volunteer tutors during high volume seasons. Tasks could include converting Salesforce Leads into Opportunities, adding tutors to tracker/schedules, corresponding with volunteers in the signup process, and delivering brief orientations. (Typically 1-2 hours per week as needed, possibly increasing during program startup season.)

Requirements

Key Skills, Personality, and Interests: To be successful in this role, you will need most, if not all, of the following skills.

• Passion for Heart’s mission – Works diligently and enthusiastically to achieve Heart’s mission and inspires others to do their best on behalf of students. Demonstrates a strong belief that all students can learn and have the potential to perform at or above grade level.
• Exceptional attention to detail and organization systems - Leverages systems and practices that support error-free work, with ability to prioritize and multi-task while handling significant responsibility.
• Team Player, Relationship-forward communication skills - Personal goals are appropriately couched within the bigger context of the team and organization mission. Builds connections through written communication and can correspond appropriately with a wide variety of constituents.
• Exceptional technical skills and interest in learning new things – Strong MS Excel skills. Has used AI tools. Proficient with email, contact management, file sharing systems, MS Word, and Powerpoint. Interest in learning new tools and emerging technologies.
• Integrity and Sound Judgement – Strong judgement related to Heart’s mission, balancing tradeoffs and needs of different constituents to maximize our effectiveness for students, including discretion and maturity with confidential information.
• Flexible – Able to adapt and adjust to support pace and changes in growing nonprofit.
• Learner – Enjoys researching and learning new things.
• Alignment with HMT’s Core Values:
• Student-Centered – We do what is best for students, first.
• Gratitude – We are grateful for volunteers, donors, teachers, families, staff, and everyone who helps students succeed. We celebrate accomplishments and the opportunity to make a positive difference.
• Growth Mindset – We are constantly learning, growing, and adjusting to best advance our mission.
• Reliability and Precision– We show up for our schools, students, volunteers, and partners with consistency and care, doing what we say we will do and using accurate data to make sure we are doing it well.
• Civic Engagement – We engage as invested leaders where we live and work, knowing the community succeeds together.

As an equal opportunity employer, Heart Math Tutoring is committed to providing employment opportunities to all qualified individuals and does not discriminate on the basis of race, color, ethnicity, religion, sex, gender, gender identity and expression, sexual orientation, national origin, disability, age, marital status, veteran status, pregnancy, parental status, genetic information or characteristics, or any other basis prohibited by applicable law.

To apply, please submit a 1-page cover letter and resume.