Operations Coordinator

Operations Coordinator 

Location: Washington, D.C. / Hybrid, with regular in-person event support 

Employment Type: Full-time 

The American Swiss Foundation (“the ASF”) is the leading private organization dedicated to strengthening the historic friendship between the United States and Switzerland. We are seeking a highly motivated, organized, and detail-oriented individual to join our team as an Operations Coordinator. 

In this role, you will be managed by and work closely with the Executive Director (ED). Your work will support the internal administration of the Foundation, ensuring the Foundation memorializes its institutional practices and operates with efficiency. You will also engage with external partners, consultants, vendors, and the 1,500 alumni of the Foundation and the broader ASF community through supporting the ASF’s events both in the United States and in Switzerland. 

Responsibilities 

Foundation Administration: 80% 

• Donor Acknowledgment: monitor all individual and foundation donations and grants received; timely issue receipts and acknowledgment letters 
• Vendor Relations: maintain an approved vendor list; ensure timely payment of invoices; maintain an organized system for tracking payment schedules, saving contracts and W-9s, filing receipts, and marking paid invoices 
• Accounting and Finance: maintain a record of receipts of all purchases and payment authorizations; review weekly donor contributions report; maintain lists of different categories of contributions (i.e. restricted vs. unrestricted, in-kind, etc.); update the Internal Accounting Controls Manual alongside CBIZ (external accountants) 
• Audit and Tax Support: provide support with annual external CPA-led audit alongside CBIZ; assist with preparation of 990 tax-filing; assist with compliance reporting 
• Insurance: review the Foundation’s insurance policies annually; ensure all policies are active 
• Compliance: review the recommendations set forth in the annual management letter from ASF's external CPA auditor; ensure compliance with the auditor’s recommendations

Corporate Governance Support: 10% 

• Finance and Audit Committee: prepare meeting materials to be distributed by the ED; coordinate the production of financial reports from CBIZ; schedule committee meetings; coordinate production of any requested documents as directed by ED; take meeting minutes to be distributed by the ED 
• Annual Board Meetings: assist with preparation and production of meeting materials for two annual board meetings; coordinate printing and production of meeting materials; coordinate A/V support 

Event Support 10% 

• Annual Gala: assist the ED with table solicitation; invoice and issue related receipts for table and seat purchases; maintain an organized system for tracking donations solicited and received, issuing receipts, and marking paid invoices; assist with registration and check-in process; manage vendor contracts, W-9s, and invoices 
• Young Leaders Conference: provide pre-conference logistical support; book flights for U.S. Young Leaders and distribute flight tickets; maintain accurate records of flight purchases; manage vendor contracts, W-9s, and invoices 
• Other Events and Programs: manage vendor contracts, W-9s, and invoices; coordinate A/V support as needed; make arrangements to print and distribute program materials and invitations; track attendance; assist with registration and check-in process at events; attend events in the U.S. and Switzerland as required by the ED; handle other assigned duties as needed 

*Note: Allocations will fluctuate throughout the year based on upcoming events and the needs of ASF 

Qualifications 

• Bachelor’s degree required; finance, business or accounting degree preferred. 
• 2-5 years of experience in operations/logistics or nonprofit administration. 
• Exceptional attention to detail and organizational skills, expertise in logistics, strong multitasking abilities, effective communication skills, and high level of professionalism. 
• Proficiency in Microsoft 365, including Microsoft Excel, required. Blackbaud experienced preferred. 
• Must be comfortable working independently, managing multiple tasks and deadlines with ease, and holding oneself accountable for producing deliverables.  
• Must be legally authorized to work in the U.S. without any need for sponsorship now or in the future. 

Salary Range 

$65,000 - $80,000 annually, depending on experience 

Employee Benefits 

The ASF is pleased to offer a competitive employee benefits package which includes: 

• Healthcare Reimbursement Account (HRA) through TakeCommand 
• Dependent Care and Healthcare Flexible Spending Accounts (FSA) through HealthEquity
• Annual Professional Development Stipend
• 403 (b) Retirement Plan

Why Join Us? 

• Work with a small, dedicated team to strengthen Swiss-American relations and engage with a vibrant alumni network. 
• Gain hands-on experience in communications, event management, and international relations. 
• Be part of a respected organization with a rich legacy of fostering cultural diplomacy. 

To apply: 

Email your cover letter and resume to Vanessa Beary, Executive Director, American Swiss Foundation: info@americanswiss.org