Senior Director of Operations and Finance (Chief Operating Officer)

Position Summary

Reporting to the Executive Director and serving on PLEJ's senior leadership team, the Senior Director of Operations and Finance (SD-O&F) serves as the Chief Operating Officer and the Executive Director's principal operating partner. The SD-O&F translates organizational priorities into annual operating plans, budgets, clear ownership, timelines, and measures of progress.

The SD-O&F leads PLEJ's financial management and internal operations, including people operations, compliance, risk management, systems, data, and core infrastructure. In partnership with the Executive Director, staff, and Board, the SD-O&F maintains the systems and management practices needed for reliable execution and responsible growth. This role gives leadership timely visibility into financial performance, organizational capacity, and operational risk; supervises staff responsible for financial administration and operational systems; and ensures teams have clear processes, appropriate resources, and accountability to deliver their work.

Working closely with the Executive Director, staff, and Board, the SD-O&F establishes operating practices and approval controls, resolves cross-functional barriers, and drives follow-through on organizational commitments within the Board-approved budget and delegated authority.

Requirements
Core Responsibilities

The SD-O&F leads PLEJ's financial stewardship and internal operations, turning organizational priorities into clear systems, accountable ownership, and reliable execution:

Organizational Leadership and Execution

• Partner with the Executive Director and senior leadership team to translate strategy into an annual operating plan with clear priorities, owners, milestones, resource assumptions, and measures of progress.
• Establish a regular operating review cadence to monitor progress, surface delays and dependencies, make decisions, and ensure corrective actions have an owner and deadline.
• Coordinate cross-functional planning so staffing, budgets, program schedules, convenings, partnerships, and operational capacity are aligned with organizational priorities.
• Provide clear recommendations and timely decisions on operational matters within delegated authority; elevate significant tradeoffs, risks, and resource needs to the Executive Director promptly.
• Build a culture of ownership, clear communication, sound judgment, and continuous improvement across internal operations.

Financial Strategy and Stewardship

• Lead the annual budgeting process and maintain multi-year financial plans, rolling forecasts, and cash-flow projections in partnership with the Executive Director and program leaders.
• Deliver timely monthly financial reporting, including budget-to-actual results, cash position, forecast changes, grant spending, and concise explanations of material variances with recommended actions.
• Monitor revenue, expenses, staffing commitments, restricted funds, and organizational reserves; identify emerging financial pressures early and help leadership develop practical responses and scenarios.
• Oversee financial administration and accounting processes, including monthly close, accounts payable and receivable, payroll, purchasing, expense controls, and accurate financial records.
• Maintain appropriate financial policies, internal controls, delegated approval thresholds, and separation of duties. Ensure transactions are reviewed and approved by the appropriate people in a timely manner.
• Oversee grant budgets, fund restrictions, cost allocation, financial reports, and documentation to ensure funds are used as authorized and reporting obligations are met on time.
• Coordinate annual audit and tax preparation, address findings, and manage relationships with accounting, audit, banking, insurance, compliance, and other service providers.
• Prepare clear financial analysis and recommendations for the Executive Director and Board, and present financial information to the Board as requested.

Operations, Systems, and Infrastructure

• Design, document, and improve organizational workflows, policies, tools, and systems so responsibilities and handoffs are clear and work is completed accurately and efficiently.
• Lead operational planning for core organizational processes and ensure systems support PLEJ's programs, member engagement, convenings, and partnerships.
• Oversee vendor selection and management, contracts, insurance, procurement, and administrative processes.
• Strengthen data governance, records management, privacy, access controls, and secure handling of sensitive organizational and member information.
• Maintain business continuity and operational resilience plans, including cybersecurity readiness and clear procedures for responding to disruptions.
• Use appropriate performance measures and management tools to give leaders a practical view of organizational workload, progress, risks, and capacity.

• Ensure resilient, scalable systems that support PLEJ's growth and evolving role without operational strain.

People Operations and Team Leadership

• Lead and develop the Operations & Finance team, setting clear roles, priorities, performance expectations, and professional development goals.
• Oversee people operations in partnership with the Executive Director and external HR providers, for workforce planning, recruitment, onboarding, performance management, staff policies, and compensation processes.
• Support managers in setting expectations, addressing performance or workload concerns, and maintaining a respectful, accountable, and collaborative workplace.
• Assess staffing and operational capacity as PLEJ grows, and recommend practical approaches to sequencing work, assigning responsibility, and building needed capabilities.

• Support broader organizational efforts and collaborate across teams to meet evolving priorities, including taking on additional responsibilities as needed that contribute to PLEJ's mission and impact.

Governance, Compliance, and Risk Management

• Maintain a coordinated compliance calendar and systems for tracking legal, regulatory, grant, tax, insurance, and Board policy obligations.
• Ensure records, approvals, contracts, financial documentation, and grant files are complete, accessible to authorized staff, and ready for audits or funder reviews.
• Maintain an organization-wide risk management process covering financial, operational, legal, reputational, people, data, and cybersecurity risks; assign owners and track mitigation actions.
• Coordinate with the Executive Director, Board leadership, counsel, auditors, insurers, and other advisers on governance, compliance, and material risk matters.
• Provide the Board with accurate, timely operational and financial information that supports oversight and sound decision-making.

Qualifications

Candidate should demonstrate the following experience, skills, and capabilities:

Required

• Bachelor's degree in finance, accounting, business administration, public administration, or a related field required; a master's degree or CPA is preferred.
• At least 10 years of progressively responsible experience in finance, operations, organizational management, or a related field, including at least five years in senior leadership.
• Substantial responsibility for organizational budgeting, forecasting, financial reporting, internal controls, and the stewardship of restricted or grant-funded resources.
• A record of improving financial and operating systems and using them to support organizational decisions, accountability, and reliable execution.
• Experience translating strategy into operating plans with clear ownership, timelines, measures, and regular follow-up on results.
• Experience leading, supervising, and developing staff, including setting priorities and performance expectations in a lean or changing organization.
• Strong financial analysis skills and the ability to explain financial information clearly to non-financial colleagues and Board members.
• Experience managing complex, multi-stakeholder work, external vendors or professional service providers, and competing organizational priorities.
• Sound judgment, integrity, discretion, and the ability to manage confidential financial, personnel, and organizational information.
• Ability to work effectively in diverse, high-visibility environments while maintaining PLEJ's commitment to nonpartisanship.

Preferred

• Experience in a nonprofit, association, public interest, or other grant-funded organization.
• Experience supporting organizational growth, building infrastructure, or leading a period of institutional change.
• Familiarity with nonprofit accounting, fund accounting, grant compliance, audit processes, and Board practices.
• Experience with business continuity, crisis management, cybersecurity readiness, or data governance.
• Background in public administration, election operations, law, policy, or nonprofit leadership.
• Relevant advanced degree, CPA, or other finance or operations credential; equivalent practical experience is also valued.

Key Competencies

The ideal candidate brings strong financial judgment, disciplined execution, and ability to build effective systems/teams:

• Strategic execution: Turns organizational priorities into clear plans, ownership, timelines, and measurable results.
• Financial judgment: Interprets budgets, forecasts, and performance data; identifies risks and tradeoffs; and communicates practical recommendations.
• Systems thinking: Understands how people, resources, processes, and technology affect one another and builds systems that support reliable work.
• Accountability and follow-through: Establishes useful review rhythms, tracks commitments, resolves barriers, and ensures agreed actions are completed.
• Leadership and collaboration: Develops staff, sets clear expectations, builds trust, and aligns people across teams and functions.
• Sound judgment and discretion: Makes timely decisions in complex situations and handles sensitive financial, personnel, and organizational matters with care.
• Clear communication and influence: Explains operational and financial issues in accessible terms and builds alignment with staff, the Executive Director, the Board, and external partners.

Key Outcomes (First 1-2 Years)

• Reliable financial visibility: Leadership has a dependable monthly view of financial results, cash position, forecasts, restricted funding, and material variances, with clear actions to address emerging issues.
• Integrated planning and forecasting: PLEJ maintains an annual operating plan and rolling financial forecast that connect strategic priorities to staff capacity, budgets, timelines, and accountable owners.
• Consistent financial and grant processes: Core financial, grant-management, and administrative processes are documented, followed consistently, and supported by appropriate controls and approval authority.
• Accountable cross-team execution: Leaders regularly review organizational priorities and have a clear process for resolving dependencies, escalating decisions, and closing commitments.
• Scalable organizational infrastructure: People operations, systems, data practices, and continuity plans support PLEJ's growth and national work.
• Decision-ready Board reporting: The Board and Executive Director receive timely financial and operational information to support oversight and organizational planning.

Benefits
Compensation & Location

• Salary range: $141,014.00 - $168,489.00, commensurate with experience.
• Location: Position is fully remote and flexible, with regular travel for staff meetings, member convenings, retreats, and national engagement (up to 30%).
• Benefits: PLEJ offers a generous benefits package including:

• Fully covered medical, dental, vision, short-term and long-term disability, and term life insurance premiums for the employee (employee's family may be added at employee's expense)
• Unlimited PTO
• 14 observed holidays and generous holiday schedule
• 401(k) retirement plan