Executive Operations Lead

Job Description:

Looking for a high-trust executive operations role for someone who is discreet, highly organized, and can bring structure, follow-through, and calm coordination to a growing national nonprofit. About PLEJ The Partnership for Large Election Jurisdictions (PLEJ) is a national, nonpartisan community of support, best practices, and peer engagement among election offices serving the largest and most diverse populations in the U.S. PLEJ empowers election leaders to address operational challenges, communicate with clarity and transparency, and drive innovation. Through collaborative problem-solving and practical innovation, PLEJ helps build more resilient, efficient, and voter-focused election systems that improve the experience and confidence of millions of Americans. PLEJ is entering a critical phase of growth and impact—expanding its capacity, strengthening its institutional role, and positioning large jurisdictions as national leaders in election administration. Position Summary The Executive Operations Lead (EOL) serves as the operational engine of the Executive Office. This is a high-trust, highly organized, senior individual contributor role responsible for ensuring executive priorities move from conversation to completion through disciplined task tracking, proactive preparation, clear follow-up, and strong coordination across internal and external stakeholders. Reporting to the Executive Director (ED), the EOL helps keep high-priority work organized, visible, and moving forward. This role manages executive workflows; coordinates internal meeting rhythms; tracks commitments, decisions, next steps, and deadlines; coordinates follow-up across staff, consultants, partners, funders, board members, and other stakeholders; prepares materials for presentations, briefings, board meetings, and other high-stakes engagements; and helps ensure the Executive Office is well-prepared, well-briefed, and focused on the highest-value work. This is not a traditional administrative support role. While the EOL may provide selective scheduling, logistics, and administrative support where needed, the primary focus of the role is executive preparation, action tracking, project coordination, follow-through, and completion. The ideal candidate is a relentless organizer, strong writer, proactive problem-solver, and trusted operational partner who helps senior leaders stay prepared, focused, and accountable to PLEJ’s most important commitments. The EOL plays a central role in helping executive priorities move forward with clarity, consistency, and follow-through. RequirementsCore Responsibilities The EOL ensures the Executive Office is prepared, organized, and keenly focused on moving priorities from conversation to completion across executive, board, funder, partner, member, and internal work streams: Executive Office Action Tracking & Follow-ThroughMaintain Executive Office master action tracker to ensure all important commitments are completed timely.Capture commitments, key decisions, next steps, owners, deadlines, and open questions from executive mtgs.Monitor progress on priority follow-ups,identifying stalled, overdue, unclear, unowned, and/or at-risk items.Draft follow-up emails, recap notes, internal task assignments, reminders, and next-step communications.Coordinate with staff, contractors, partners, and other contributors to move deliverables through completion.Help translate conversations quickly into clear next steps, timelines, owners, deliverables, and decision points.Maintain weekly view of Executive Office priorities, upcoming deadlines, pending decisions, and open loops.Regularly review open items with ED, flagging items requiring decisions, escalation, reassignment, or closure.Close loops after meetings, ensuring decisions are documented, next steps assigned, and follow-up completed.Ensure follow-up materials reflect PLEJ’s standards of professionalism, clarity, accuracy, and nonpartisanship.Executive Preparation & Stakeholder Follow-ThroughEnsure Executive Office is prepared for upcoming virtual/in-person meetings, presentations, and briefings.For each meeting: identify purpose, outcomes, key messages, asks, risks, questions, decisions, and follow-ups.Anticipate questions, missing information, needed materials, and decision points ahead of key meetings.Prepare briefing materials, agendas, background notes, talking points, timelines, etc for priority meetings.Prep presentations: tracking content/input needs, coordinating input, ensuring readiness before deadlines).Maintain organized notes/background info for key funders, partners, board, members, and key stakeholders.Track follow-ups, deadlines, open asks, pending items, commitments, and next steps from external meetings.Draft polished follow-up correspondence, meeting summaries, internal updates, and concrete next-steps.Coordinate scheduling, preparation, follow-ups, and next steps for all priority external meetings.Support the Executive Office …