Executive Assistant & Operations Coordinator

EXECUTIVE ASSISTANT & OPERATIONS COORDINATOR

Status: Full-time

Location: Fort Collins, Colorado; primarily on-site

Reports to: Executive Director

Compensation: $48,000–$58,000 annually, plus benefits

The Executive Assistant, Operations supports the Executive Director and helps ensure the effective day-to-day functioning of the Rocky Mountain Raptor Program. This position strengthens RMRP’s administrative systems, financial tracking, volunteer engagement, event coordination, merchandise operations, and internal processes.

Candidates must be highly organized, resourceful, detail-oriented, and comfortable balancing multiple priorities. This role requires sound judgment, discretion, strong communication skills, and the ability to move between big-picture coordination and hands-on implementation.

The responsibilities below provide an overview of the position and are not intended to be an exhaustive list. Duties may evolve based on organizational priorities, program needs, and the individual's skills.

This position reports to the Executive Director and works closely with RMRP Directors and staff, volunteers, donors, vendors, and community partners.

• Support the Executive Director with organizational priorities, project coordination, communication, documentation, and follow-through.
• Maintain awareness of organizational workflows, deadlines, systems, and operational needs.
• Maintain confidentiality and handle sensitive organizational, personnel, donor, volunteer, and financial information with discretion.

• Support bookkeeping and maintain accurate financial records in various functions of the organization.
• Reconcile and record all merchandise transactions from sales platforms and donation platforms
• Manage sales-tax licensing, tracking, reporting, and filing related to merchandise and sales activity.
• Support front-office operations, including visitor activity and organization supplies
• Support workplace safety with injury reports, workers’ compensation documentation, safety procedures, and other organizational compliance needs.

• Coordinate volunteer records, communications, onboarding, recognition, and assigned volunteer activities. Assist with volunteer recognition.
• Support volunteer recruitment, interviews, and onboarding process for non-bird care related volunteers and one-time volunteer opportunities.
• Support background checks and motor vehicle record checks for volunteers and new employees.

• Coordinate RMRP events in collaboration with the Development Department, including the annual Gala, Open Houses, and donor activities.
• Gala Project Management:
• Silent Auction
• Solicit, curate, photograph, describe, organize, and track Gala auction items and mystery bags.
• Coordinate auction-donor acknowledgment and thank-you communications.
• Help plan auction groupings, displays, live-auction items, setup, presentation, and pre-event marketing.
• Event support:
• Manage One Cause event functions
• Coordinate transportation and tracking of event materials and auction items.
• Post-event financial reconciliation and documentation.
• Participate in RMRP’s Radical Gratitude donor acknowledgment program.

• Develop and manage the annual merchandise budget.
• Oversee and maintain all merchandise inventory and gift shop platform operations and monthly/quarterly reporting
• Merchandise marketing aspects
• Fulfill online orders and coordinate staff or volunteer assistance as needed.
• Support on- and off-site merchandising for outreach events

As a leader in RMRP, this role is expected to:

• Model professionalism, collaboration, accountability, and respect.
• Support a positive, inclusive, and mission-centered organizational culture.
• Communicate clearly and proactively with staff, volunteers, donors, vendors, and community members.
• Exercise discretion and sound judgment when handling confidential matters.
• Balance hands-on responsibilities with systems oversight and process improvement.

• Relevant experience in nonprofit…