Operations Associate at CLLCTIVLY

Position Overview

CLLCTIVLY’s Operations Associate will play a key role in business administration, project management, and external communications. Reporting to the COO, the Associate will oversee budget management, vendor payments, and document organization while maintaining operational efficiency through SOP development and data tracking. Additionally, they will support people operations, consultant onboarding, and project execution by coordinating work plans, timelines, and tools. The role also includes drafting grant proposals, managing public inquiries, and ensuring smooth communication across teams. This position is ideal for a detail-oriented and organized professional passionate about operational excellence and community impact.

About CLLCTIVLY

Through reclamation of stories, deepening of knowledge, and strategic allocation of resources, CLLCTIVLY builds regenerative ecosystems that support collective liberation. Founded to amplify and sustain Black-led social change organizations, CLLCTIVLY operates as a resource-sharing and narrative-changing platform that centers on Black genius and innovation. Through its various programs, CLLCTIVLY fosters collaboration, provides direct funding, and invests in community-driven solutions to advance social change in Baltimore. CLLCTIVLY is a fiscally sponsored project of Possibility Labs. Since its launch in 2019, CLLCTIVLY has supported over 180 organizations, distributed over $3 million in direct funding, and mobilized resources to strengthen Black-led initiatives.

About Possibility Labs (PL)

BIPOC-led movements and power building initiatives, as well as funders and donors who want to fund BIPOC-led social movement groups, need effective and values aligned infrastructure to gather and deploy money at the speed and scale necessary to build the power needed to create a world where BIPOC and historically low-income communities have self-determination, clean air, clean water, and clean energy. Possibility Labs’ mission is to accelerate and empower community-driven solutions that are built, led, and governed by and for low-income and BIPOC communities, by providing the essential financial and legal infrastructure to manage and move integrated capital to BIPOC-led movement groups. We aim to advance racial, gender, and climate justice, and a new economy where everyone thrives.

Core Responsibilities

Business Administration & Operations (60%)

• Manage recurring budget management activities to include monthly budget reconciliations, preparing and tracking invoices, processing vendor payments, and reconciling credit card expenses
• Develop and update standard operating procedures (SOPs) for all of CLLCTIVLY’s core operational functions
• Partner with COO and Partnerships Director to input data into the appropriate fundraising, CRM, and impact management systems and track performance metrics
• Organize and maintain CLLCTIVLY document storage system, archiving items when needed and ensuring clear and accessible information
• Prepare contracts and other business documents for review and submission to the appropriate entity
• Design and implement an onboarding process for consultants, ensuring access to appropriate systems and required information
• Support people operations processes such as new hire onboarding and employee engagement activities

Project Management (25%)

• Serve as project manager for key events and campaigns, drafting workplans in partnership with the project lead, calendaring project team meetings, and maintaining agendas and notes for project team meetings
• Work with project lead to ensure projects stay on timeline and in budget, sending reminder communications to project team members as needed
• Partner with COO to onboard a team project management tool
• Support the Partnerships Director with onboarding a CRM tool

External Communication (10%)

• Manage CLLCTIVLY’s public-facing email, triaging inquiries and ensuring timely responses
• Partner with the Partnerships Director to draft grant proposals and reports

Other duties as assigned (5%)

Expected Hours of Work & Location

This is a hybrid position and the candidate must be local to the Baltimore Metropolitan area. Employees will primarily work remotely but are expected to participate in in-person team meetings and events. Standard CLLCTIVLY office hours are Monday through Friday, 9 a.m. to 5 p.m. ET. While expected to be available during the regular office hours, the daily schedule is flexible and will be decided in consultation with the supervisor and based on the scope of work and organizational needs. Work on some weekends may be necessary based on special events or programs hosted by CLLCTIVLY or its partners.

Supervisory Responsibility

Currently does not supervise other employees.

Travel

Occasional domestic travel may be required for meetings and conferences.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Essential Knowledge, Skills and Experience

• Experience in business administration, operations, or nonprofit management
• Experience managing projects from initiation to completion, including coordinating teams and tracking milestones;
• Hands-on experience with project management and Customer Relationship Management (CRM) tools preferred;
• Ability to troubleshoot operational challenges and implement process improvements;
• Strong organizational and analytical skills to ensure accuracy in financial reconciliations and documentation;
• Ability to communicate effectively in-person, on the phone, and via email/text with staff, partners, and community network;
• Demonstrated ability to organize time and priorities in collaboration with diverse stakeholders;
• Project management experience preferred;
• High degree of integrity, initiative, and resourcefulness;
• Proficiency with Google workspace, Excel spreadsheets, and other technology;
• Passion for community building, collective action, and social justice;
• Ability to handle diverse challenges with a calm demeanor and positive outlook, and be oriented towards excellence in service; and
• An orientation towards learning and development; willing to learn from mistakes, receive feedback, and give feedback to others.

Timeline of the Selection Process

• Application Open - March 31, 2025 - April 21, 2025
• Zoom Screens - April 7, 2025 - April 21, 2025
• 1st Round Interviews - April 23, 2025 - April 30, 2025
• Case Study - May 6, 2025 - May 7, 2025
• 2nd Round Interviews - May 13, 2025 - May 15, 2025
• Expected Offer to Final Candidate - week of May 23, 2025
• Expected Start Date of Operations Associate - June 16, 2025

Apply

If you are interested in applying for the Operations Associate position at CLLCTIVLY, please submit your application here, including a resume and customized cover letter–it doesn’t have to be long, but should indicate why you are applying for this role.

Possibility Labs is an equal opportunity employer that does not discriminate on the basis of race, color, religion or belief, disability, gender, nationality, ethnicity, sex (including pregnancy, childbirth, or related medical conditions), gender identity or expression, sexual orientation or any other status protected by law. People of color and LGBTQ candidates are strongly encouraged to apply.