Communications and Operations Manager

Position Overview

The Communications and Operations Manager serves as the link between the organization’s outward-facing communications and its day-to-day internal operations. This position is responsible for shaping and sharing the Cabinet’s public messaging while also keeping executive schedules, meetings, office processes, and development operations running smoothly. The role blends creativity, organization, adaptability, and professionalism in a fast-moving nonprofit environment.

In the communications function, this role handles social media planning and publishing, digital content, press materials, newsletters, website updates, and communications support for the Wallace Foundation’s Advancing Opportunities for Adolescents (AOA) initiative, including youth-led storytelling efforts. On the operations side, the position supports calendar management, meeting preparation, travel coordination, office logistics, financial documentation, and development administration.

The organization is looking for someone who is highly detail-oriented, flexible, quick to reprioritize, and able to maintain a calm, positive presence while juggling multiple responsibilities.

Communications Responsibilities

• Carry out the organization’s three-part social media approach.
• Create and post engaging content for social channels such as Instagram, Facebook, LinkedIn, and similar platforms, including original visuals made in Canva or comparable tools.
• Manage the social media schedule and keep the posting calendar organized and consistent.
• Update website content and other digital messaging so it stays accurate and aligned with the Cabinet’s work.
• Keep branding consistent across templates, graphics, and other communication materials.
• Collect and organize photos, videos, and stories from programs and events for use across communication channels.
• Write, revise, and send press releases, media alerts, and public statements.
• Develop and maintain relationships with local media contacts and keep media lists current.
• Prepare newsletters and recurring updates for partners, funders, and community stakeholders.
• Act as the communications point person for the Wallace AOA initiative’s technical assistance partners, supporting youth-centered storytelling and shared messaging efforts.
• Help create reports, presentations, marketing materials, and the annual report.

Operations Responsibilities

• Coordinate detailed calendars for the Executive Director and other team members, resolving conflicts and anticipating scheduling needs.
• Arrange meetings and events with a range of stakeholders, including funders, board members, and community partners.
• Handle room bookings, meeting reminders, confirmations, and related logistics.
• Prioritize competing scheduling demands while protecting the Executive Director’s time.
• Sort, organize, and file receipts and finance-related records.
• Assist with expense monitoring and budget support.
• Help process invoices and coordinate payments.
• Maintain orderly physical and digital filing systems.
• Attend work group meetings, record accurate notes, and convert them into clear follow-up actions.
• Share meeting summaries and action items with the right stakeholders and track progress.
• Prepare agendas, meeting packets, and background research as needed for strong meeting execution.
• Set up technology and logistics for both virtual and in-person meetings.
• Keep the office organized, welcoming, and well supplied; coordinate with vendors, maintenance providers, and service partners.
• Research and arrange staff travel, including airfare, hotels, ground transport, itineraries, changes, and related expenses.
• Support special projects, events, and backup administrative needs as assigned.
• Prepare research briefings to support meeting preparation.
• Enter donor meeting notes into the CRM system.
• Maintain the grant calendar and monitor key deadlines.
• Track donor action items and remind staff, including the Executive Director, when follow-up is needed.
• Coordinate routine development communications such as tax acknowledgements and thank-you notes.
• Perform additional duties as assigned by the Executive Director.

Required Background

• An associate’s degree in communications, marketing, business or office administration, nonprofit management, or a related field, along with at least 4 years of relevant experience; or
• A high school diploma plus at least 8 years of administrative, communications, or operations support experience in a nonprofit, education, or professional services setting.
• At least 3 years of experience creating and managing communications and social media content, including graphic design and content calendars.
• At least 2 years of experience with calendar management, meeting coordination, and CRM databases.
• Proven experience supporting office needs and logistics management.
• Strong writing, editing, and verbal communication skills, with solid copywriting and proofreading ability.

Preferred Background

• A bachelor’s degree in communications, marketing, public relations, nonprofit management, or a related field.
• Experience writing press releases and working with local media.
• Experience managing a website and email marketing tools.
• Experience in nonprofit organizations or community-based initiatives.
• Familiarity with collective impact work or cross-sector partnerships.
• Experience supporting executive-level leaders in fast-paced settings.
• Fluency in Spanish, both written and spoken.

Key Competencies

• Strong storytelling ability with a creative eye for both visual and written communication.
• Excellent attention to detail and a commitment to polished, accurate work.
• Ability to handle multiple priorities and move smoothly between creative and administrative tasks.
• Comfort with changing priorities and unexpected requests.
• Sound judgment and discretion when handling confidential information.
• Strong interpersonal and customer service skills with internal and external partners.
• Positive, collaborative attitude and a good sense of humor.

Technical and Additional Skills

• Comfort using social media platforms for organizational communication.
• Ability to create graphics with Canva or a similar design tool.
• Advanced use of Google Workspace, including Gmail, Calendar, Drive, Docs, and Sheets.
• Strong command of Microsoft Office applications such as Word, Excel, PowerPoint, and Outlook.
• Experience with virtual meeting platforms such as Zoom or Google Meet.
• Ability to work with CRM systems and maintain records effectively.
• Working knowledge of website content management systems such as Wix, Squarespace, or WordPress.
• Experience with email marketing platforms such as Mailchimp or Constant Contact.
• Photography, videography, or basic video editing skills.
• Event planning and logistics coordination experience.
• Project coordination and task management abilities.

Role Details

This is a full-time, in-person position based in Poughkeepsie, NY. Regular working hours are Monday through Friday, 9:00 AM to 5:00 PM. The role reports to the Executive Director and is based in a professional, collaborative nonprofit office environment.

Compensation for this position is $58,000 to $62,500 per year, along with benefits and paid time off.

Physical requirements include the ability to sit for extended periods, lift up to 25 pounds, and use standard office and presentation equipment.

Regular local travel is required for meetings, events, and general office needs.

Application Instructions

Applications are being accepted until the role is filled, with priority given to submissions received before July 17, 2026. After that date, applications will be reviewed on a rolling basis.

Candidates should email a resume and cover letter to the organization’s hiring contact. A cover letter is required and will be reviewed closely. Applicants may also choose to include a portfolio link or two to three work samples, such as social media posts, graphics, newsletters, or press releases.

In the cover letter, applicants should address: a communications, social media, or storytelling project they led from concept through publication; a time they kept an office or team running effectively through changing priorities; and what interests them about combining communications and operations in a mission-driven collective impact organization.

Qualified applicants are encouraged to apply even if they do not meet every listed qualification.

Equal Opportunity Statement

The organization is an equal opportunity employer and does not discriminate on the basis of race, color, ethnicity, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic under applicable law. The organization aims to build a diverse staff that reflects the communities it serves.