Note: The job is a remote job and is open to candidates in USA. CALSTART is a mission-driven industry organization focused on transportation decarbonization and clean air. The Manager, Operations will manage internal projects, programs, systems initiatives, and department operations from intake through completion, coordinating dependencies, milestones, and cross-functional execution. The role also supports executive organization, process documentation, Microsoft 365 workflows, and AI-enabled operational efficiency.
Responsibilities
- Take ownership of assigned internal projects and programs from intake through close-out, keeping each one moving without daily direction
- Translate the Head of Operations' initiatives into fully structured Monday.com projects - defined phases, tasks, owners, dependencies, and milestones — not just status trackers
- Break ambiguous or loosely defined asks into clear tasks, owners, and deadlines
- Map dependencies and identify critical-path milestones so plans reflect how the work actually has to sequence, not just a task list
- Flag risks, blockers, and dependencies early, and know what belongs in the tracker versus what needs to be raised immediately
- Support with meeting prep, recaps, and follow-through on action items
- Consolidate the status of multiple in-flight projects into a clear, regularly updated view
- Keep all operations projects tracked in Monday.com and connected to the operations dashboard
- Draft correspondence, meeting agendas, status updates, and internal communications as needed
- Keep Microsoft Teams and shared workspaces organized — channels, files, and follow-ups — so nothing gets lost between meetings
- Support with the new Operations SharePoint site creation and keep the information continuously up to date
- Support with optimizing Microsoft tools for collaboration and efficient workflows such as Loop, Teams, and copilot
- Serve as a point of coordination across the department's functional areas, making sure handoffs between teams don't stall
- Help prepare and run recurring check-ins and status reviews with functional leads
- Use Teams effectively for day-to-day collaboration — chats, channels, meetings, and file sharing — across a fully remote team
- Maintain a central library of SOPs, templates, and process documentation
- Apply consistent, repeatable steps for how projects are initiated, tracked, and closed out
- Use Claude and Copilot as working tools, not novelties — applying real prompt engineering skill to draft, analyze, automate, and problem-solve faster
- Identify where AI tools can remove manual steps from recurring operational work, and build those efficiencies rather than waiting to be asked
- Write clear, structured prompts that produce usable output on the first or second pass, for both self-service work and tools built for others
Skills
- 5+ years of experience managing projects or programs in a professional services, GovCon, or grant-funded environment - building project plans, sequencing dependencies, and driving execution, not just tracking status
- Proven ability to execute independently - you take a task or project with minimal instruction, find your own answers, and get it done without waiting to be told what's next
- Strong Microsoft 365 skills (Excel including pivot tables/formulas, PowerPoint, Teams, SharePoint)
- Hands-on experience building project plans in Monday.com (or a comparable platform) from scratch - phases, dependencies, milestones, and owners — not just updating an existing tracker
- Experience in, or strong working knowledge of, the clean transportation, clean energy, or related mission-driven program space - or comparable program/project delivery in a similarly structured environment - so this person can support client program work if organizational need requires it
- Demonstrated use of AI tools (Claude, Copilot, or similar) for real work product - drafting, analysis, automation, or research - with the prompt engineering skill to get reliable results
- Excellent written and verbal communication - comfortable drafting correspondence and updates for an executive audience and presenting to a large group and leading meetings
- High discretion and ability to handle confidential organizational information
- Comfortable working in a fully remote environment, with strong self-management and asynchronous communication habits
- True multitasker: genuinely energized, not overwhelmed, by juggling several active projects at once
- Self-starter: genuine go-getter who takes a task with minimal instruction, finds their own answers, and runs - this role reduces the Head of Operations' load, it doesn't create a second thing to manage
- Organized by nature: keeps trackers, calendars, and Teams channels current without being asked
- Proactive: surfaces problems before they become fire drills
- Program-ready: comfortable supporting a direct program with deliverable needs if the need arises and able to ramp into program-specific work quickly
- PMP, or equivalent or 3+ years' direct experience as a PM or PMO in an agile environment
- Lean Six Sigma certification
- Experience supporting an executive or department lead directly
- Experience with dashboarding/BI tools (Power BI or similar)
- Prior program or project management experience within clean transportation, clean energy, sustainability, or a federally/grant-funded program environment
Benefits
- 100% company-paid comprehensive medical health benefits for full-time employees
- 100% company-paid dental health benefits for full-time employees
- 100% company-paid vision health benefits for full-time employees
- 100% company-paid short-term disability insurance for full-time employees
- 100% company-paid long-term disability insurance for full-time employees
- 100% company-paid life insurance for full-time employees
- Retirement plan with generous company contributions
- FSA for Health and Dependent Care
- 3 weeks of vacation time in the first year of employment
- 11 paid company holidays
- Paid sick time
- Paid family leave
- Continued development and growth of employees
- Investment in employees' success
Company Overview
Company H1B Sponsorship