Associate Director of Operations

5–8 years in operations, program/portfolio or project management. Proven experience leading cross-functional coordination and delivery. ClickUp (or Asana/Notion) power user/admin: designed structures, templates, and automations. Strong people ops fundamentals: hiring, onboarding, contracting, and feedback rhythms. Excellent written communication; crisp facilitation; bias to clarify and close loops. Comfortable working remotely across time zones; high reliability and follow-through. Fluency with AI tools for ops (summaries, drafting, checklists, SOPs, lightweight analytics). Background in sustainability, systems change, or research/practice communities. Nonprofit/fiscal-sponsor or grant-funded project experience; basic budgeting (preferred). Change-management experience (standing up new systems and securing adoption) (preferred). Light data/BI skills (Sheets, Looker Studio) for simple dashboards (preferred).

Lead hiring pipelines, onboarding/off-boarding, and contractor agreements. Maintain role descriptions and performance feedback cycles. Coordinate time tracking, capacity planning, and resourcing. Steward team norms for async practices, meetings, documentation, DEI, and care. Translate strategy into quarterly/annual plans with milestones, owners, and KPIs. Run portfolio reviews including risks, dependencies, budgets, and decision logs. Set up monitoring and learning loops (retros, after-action notes, dashboards). Support initiative leads with scoping, critical paths, and go/no-go gates. Own ClickUp architecture (spaces, templates, automations, permissions). Drive ClickUp adoption, training, and quality assurance. Integrate Google Workspace, Slack, Docs, and basic CRM/email tools. Use AI assistants for templating, summaries, and automations. Track budgets vs. actuals and flag variances. Coordinate vendor onboarding, invoices, and payment schedules. Maintain a contracts and compliance library. Run weekly team syncs, monthly planning/retros, and quarterly OKR reviews. Maintain a live ops calendar and send written updates and decision notes. Ensure key documents are current and discoverable.