Associate Director of Operations

Associate Director of Operations

Employment Type: Full-Time/Exempt

Wage: $90,000 - $105,000

Reports To: Director of People and Culture

Position Location: Bay Area, Los Angeles, Sacramento

Work Schedule: Four Day Work Week: Two (2) days in office, two (2) days remote. However, there may be certain circumstances, like pressing deadlines or peak business periods, where it becomes necessary for the organization to temporarily switch to a five-day work week.

Why This Role, Why Now

Climate action doesn't happen without an organization that runs well behind the scenes. EnviroVoters is looking for an operations professional who understands that accurate payroll, contracts, and reliable systems are what make the mission possible. If you take pride in getting the details right and making sure nothing falls through the cracks, this role was built for you.

What Makes This Role Distinctive

• Four-day work week for most of the year with five-day weeks during peak periods.
• A portfolio of 1525 institutional donors with room to build and shape it strategically
• A direct seat at the table for funder meetings, pitches, and negotiations, with strategic support from the Director of Institutional Giving
• Work that matters every grant you secure fuels voter organizing, candidate training, and bold climate policy
• Comprehensive benefits package, including health, vision and dental coverage, 401(k) with employer match, 12 days PTO, 12 holidays, a year-end office closure between Christmas and New Year, and additional benefits that support employee well-being and work-life balance.

The Associate Director, Operations is a central role at California Environmental Voters and the Ed Fund, responsible for keeping the organization running smoothly across payroll, finance operations, contracts, facilities, and office administration. This is a hands-on, cross-functional position with a heavy finance operations component, and includes direct supervision of three Executive Assistants. It is well suited for an experienced operations professional who finds satisfaction in building systems, sweating the details, and making the work of an advocacy organization possible behind the scenes.

Responsibilities

Payroll Administration

• End-to-End Payroll Processing: Own end-to-end payroll processing in ADP Workforce Now, including regular cycle runs, off-cycle payroll, and adjustments.
• Year-End Payroll Compliance: Lead all year-end payroll processes including W-2 preparation and ACA reporting, ensuring accuracy and timely completion.
• Employee Support & ADP Administration: Serve as primary point of contact for staff payroll questions and ADP system issues; send bi-weekly timecard reminders and follow up on outstanding submissions, ensuring timecards reflect accurate grant allocations across staff.
• Payroll Audit: Conduct ongoing payroll audits covering benefit deductions, system changes, and timesheet data accuracy.
• Physical Payroll: Process and mail physical ADP checks and check stubs as needed.

Finance Operations

Our financial operations are detail-intensive and require careful attention to grant allocations across three legal entities: a 501(c)(3), a 501(c)(4), and PAC activity. Accurate coding and recordkeeping across these entities is an essential requirement of this role.

• Accounts Payable: Create coverslips for vendor invoices with accurate grant and cost center coding, and route through DocuSign for payment approval; download approved invoices, rename files, and send to the Finance partner for payment processing.
• Expense Reimbursements: Process employee expense reimbursements accurately and in accordance with organizational policies.
• Credit Card Program: Maintain the credit card tracking form, ensure proper GL coding, manage receipt collection from staff organization-wide, and complete monthly reconciliation.
• Check Processing: Scan incoming checks, file appropriately, and route to the philanthropy team.
• Finance Coordination: Partner with Finance on GL coding questions and reporting needs; maintain audit-ready records for all financial transactions, including documentation sufficient to support grant reporting.

Contracts & Vendor Management

• Contract Lifecycle Management: Maintain the organizational contract log with renewal and expiration tracking; draft contracts, route for approvals and signatures via DocuSign, and distribute executed copies to relevant parties.
• Vendor Relationships: Manage vendor relationships within scope, serving as the primary operational point of contact for vendor inquiries and coordination.
• Procurement: Oversee procurement of supplies and equipment organization-wide, ensuring cost-effective and timely purchasing.

Business Insurance

• Policy Renewals: Track insurance policy renewals and coordinate the annual renewal process.
• Certificates of Insurance: Maintain certificates of insurance and respond to certificate requests in a timely manner.
• Broker Liaison: Serve as primary liaison with the insurance broker; escalate coverage questions or issues as needed.

Office Administration/Facilities

• Facilities Coordination: Manage day-to-day facilities needs across five offices, including relationships with landlords, building management, WeWork contacts, property managers, and sub-tenants.
• Lease Management: Serve as the primary operational point of contact for the Oakland, Sacramento, and Los Angeles office leases, tracking key dates and coordinating with leadership as needed.
• Equipment & Inventory: Maintain the organization's equipment inventory including laptop provisioning and tracking; coordinate maintenance of office equipment and manage office supply inventories across all locations.
• Employee Recognition: Coordinate the organization's employee recognition program, including acknowledging staff birthdays and work anniversaries.
• Receive deliveries; sort and distribute incoming correspondence.

Team Leadership

• Executive Assistant Supervision: Serve as the reporting manager for three Executive Assistants, providing performance management, professional development support, and guidance on organizational policies and priorities. Day-to-day work direction for executive support functions comes from the executives they serve; this role ensures consistency, coverage, and staff wellbeing across the EA team.
• Director Support: Partner with the Director of People and Culture on tracking and execution of team and organizational priorities, managing multiple projects simultaneously and ensuring projects and deliverables stay on track from initiation through completion.
• Interpersonal Effectiveness: Bring strong interpersonal skills and emotional intelligence to a team that interfaces constantly with each other, with senior leadership, and cross-functional staff.

What We Need From You

• Project Management: You can manage multiple projects simultaneously, keep work on track across competing deadlines, and bring the follow-through to see things from initiation through completion.
• Attention to Detail and Quality Assurance: You hold a high bar for accuracy in your own work and in the work that flows through you catching errors before they become problems and understanding that precision in payroll, finance, and contracts is important.
• Discretion and Good Judgment: You handle sensitive payroll, financial, and personnel information with confidentiality and professionalism.
• People Management: Demonstrated experience directly supervising at least one staff member, including setting expectations, providing feedback, and supporting professional development.
• Proactive Communication: You follow through reliably, keep stakeholders informed, and flag issues early rather than waiting to be asked.
• Collaborative Spirit: You work well across teams and functions, build trust with colleagues at all levels, and approach your work with a service orientation.
• Adaptability: You stay composed when priorities shift, pivot quickly, and bring a solutions-oriented mindset to unexpected challenges.
• Mission Alignment: You don't need to come from the nonprofit sector, but you bring a genuine interest in environmental and climate justice and an ability to thrive in a fast-moving, resource-conscious environment.

What Else You Should Know

California Environmental Voters and the California Environmental Voters Education Fund are committed to workplace diversity and inclusion. We are equal opportunity employers and do not discriminate in hiring or employment on the basis of race, color, religion, national origin, gender, marital status, sexual orientation, age, disability, veteran status, or any other characteristic protected by federal, state, or local law.

EnviroVoters and EnviroVoters Ed Fund has a deep commitment to equity and fostering a culture of inclusion. We invite and encourage applications from all qualified individuals, including those from groups traditionally underrepresented in employment, who may contribute to further diversifying our organization.