Operations Manager - H&A

Hirsch & Associates has an immediate opening for an Operations Manager in its San Francisco office. At a time of expansion, the Operations Manager will play a pivotal role in growing our internal operational systems and project management capacity to meet increasing demands. Working closely with senior management, the Operations Manager will bring exceptional organizational, communication and project management skills to support operations of a high- level foundation team, as well as solid business administration experience to manage ongoing budget and finance functions of the firm.

This is a unique opportunity for an experienced, strategic and highly skilled operations professional to become an integral part of a growing philanthropic advisory business. 

About Hirsch & Associates

Founded in 1999 by Susan Mayer Hirsch, Hirsch & Associates works with individuals, families, foundations, and corporations to maximize the impact of their philanthropy. Hirsch & Associates supports our clients at all stages of their philanthropy, whether they are just beginning to consider a strategy for their giving, in need of a management solution for their foundation, or ready to create a signature philanthropic initiative. We help our clients identify and carry out their goals, from conceptualization and start-up to ongoing management and succession planning.

The Hirsch & Associates team is client-focused, collegial, and combines years of experience with great intellectual curiosity. We are dedicated to excellence in everything we do.

For more information, please visit our website: www.hirschassoc.com

Position Description

The Operations Manager will bring the initiative, experience, and skills necessary to keep an eye on the big picture—anticipating operational needs at multiple levels, refining existing systems, developing new processes and procedures in preparation for growth—while also holding primary responsibility for ongoing essential functions and ensuring that no details fall through the cracks.

The position will be split between operations and project management as a member of a client team and working across the firm on process improvements and provision of budget and finance support to the firm as a whole. 

Foundation Team Operations:

  • Provide ongoing project management to a foundation team of five staff, including:
    o Manage delegation, coordination and accountability for multiple, complex team projects and tasks

    o Plan agendas for and facilitate internal / team meetings o Set deadlines and manage to them

  • Plan, monitor and advise firm management on human resources for the team, including work assignments and hiring of new staff and consultants

  • Project manage development of key foundation products, working with multiple internal and external contributors to produce high-quality deliverables

  • Liaison with Legal and Financial Advisors to coordinate and confirm foundation compliance with all policies and regulations, manage and maintain relevant internal records and support development of policies for the foundation.

  • Manage website and coordinate other ongoing external communication for complex philanthropic initiatives of the foundation that involve multiple public and private stakeholders

  • Manage meeting and event planning for clients and important external stakeholders

  • Analyze operations needs in anticipation of growth; recommend and implement adjustments to team systems and processes for efficiency and effectiveness. Where appropriate, consider firm-wide implications and coordinate recommendations and implementation with management. 

Firm Operations and Finance:
  • Firm OperatWorking closely with Grants Manager and Chief Operating Officer, manage critical ongoing operations and finance functions of the firm, including:
o Liaison with client team leads to create and analyze client fees summaries, develop monthly invoices, and track expenses

o Oversee tracking of staff hours against client agreements; develop new systems as needed

o Support monthly budget forecasting and financial planning
o Analyze operational and financial systems and recommend improvements 


We seek an experienced systems thinker with exceptional attention to detail and the personal confidence necessary to effectively coordinate many contributors across internal and external teams. Specific qualifications include:

  • Bachelor’s degree required; advanced degree in business administration, nonprofit management or other relevant field is a plus 
  • At least five years of experience in managing operations for a nonprofit, foundation or small business
  • Proven project management abilities, including experience and confidence in managing team workflow, task delegation and accountability for multiple contributors
  • Knowledge of basic accounting and at least 2 years of budget management experience; advanced user of Excel; knowledge of QuickBooks is desirable
  • Demonstrated initiative; ability to proactively to anticipate systems/operations needs, research options, formulate clear recommendations, and manage implementation
  • Exceptional communication skills, both oral and written; strong eye for detail to ensure thoroughness, accuracy, and clarity in all written materials
  • Creative problem solver who persists to find solutions to big and small obstacles
  • Collegial, collaborative team member who will thrive in a fast-paced, mission-driven, excellence-oriented organization; ability to juggle multiple (sometimes competing) responsibilities and tasks and with grace, energy and humor

  • High degree of emotional intelligence and maturity; ability to understand and work well with many different styles and handle communications with diverse internal and external stakeholders with tact and clarity

  • Working knowledge of foundations and non-profit structures, e.g. board governance, legal structures, and funding mechanisms a strong plus 

Salary & Benefits

Competitive salary commensurate with experience. Comprehensive benefits package. 

Application Instructions

To apply, please email a resume, detailed cover letter highlighting your relevant experience, and a list of three references to [email protected] with “Operations Manager” in the subject line. We also request a range for your current salary and/or salary expectation. The deadline for applications is Friday, January 29, 2016.

Please do not call Hirsch & Associates. Applicants will be contacted directly to schedule an interview. Hirsch & Associates is an equal opportunity employer. 

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