Associate, Operations

Note: This job is hybrid, with 10% travel required. Starting salary range of $33.79 - $37.80 hourly.

Reporting to the Director, Operations and Technology, the Associate, Operations supports the day-to-day work of the Council on Foundations' Operations team and serves as a liaison to internal and external stakeholders. The Associate anticipates the operational needs of staff and proactively addresses issues with an emphasis on sound judgment and self-direction.

Primary Job Duties And Responsibilities

Project Management

• Track operational and technology team priorities, timelines, and follow-up items to support effective project coordination and execution.
• Assist the operations and technology team with operational activities including creating and maintaining standard operating procedures.
• Coordinate departmental updates and communications with full Council staff.
• Ensure team SharePoint folders and files are up-to-date, streamlined, and well-organized.
• Assist the People and Operations team with operational activities including content development for presentations, procedures documentation, and other projects, as needed
• Coordinate the review and approval process for our annual state registration filings, acting as the Council's point of contact with our outside legal team.
• Manage physical and virtual document storage priorities including the maintenance of our off-site storage facilities and supporting teams in the annual maintenance of our O365 SharePoint environment.
• Coordinate logistics and operational support for internal meetings, trainings, retreats, and culture-building initiatives.
• Independently manage operational workflows and recurring processes, ensuring tasks are completed accurately, proactively, and on time.
• Identify opportunities to improve operational processes, documentation, and staff experience through greater efficiency and organization.
  
  

Facilities

• Serve as point of contact for parking access/passes and related duties
• Maintain and order office supplies for office and remote staff; track inventory and coordinate the purchase of kitchen supplies
• Coordinate with landlord for office and building maintenance needs, including coordinating building services, office cleaning, equipment maintenance, and emergency protocols.
• Ensure office space, supplies, food/catering, and IT resources are prepared for internal events, meetings, trainings, and retreats.
• Coordinate office accessibility and emergency procedures, ensuring compliance and readiness.
  
  

Administration

• Serve as a primary operational point of contact for staff, visitors, vendors, and external stakeholders, ensuring responsive communication and a positive experience across physical and virtual environments.
• Manage central calendar, building communications and reservation of building amenities
• Coordinate staff outreach for milestones (i.e., birthdays, celebrations, etc.)
• Provide administrative support for Council-wide projects, including managing logistics and coordinating with building management
  
  

Technology/Data Hygiene

Support organization-wide data hygiene efforts by processing routine Salesforce updates, maintaining accurate records, and following established data management procedures.

• Assist staff with basic operational technology needs and coordinate escalation to the Manager, Technology or external vendors, as appropriate.
• Support the maintenance and organization of shared digital workspaces and operational systems
  
  

Requirements

QUALIFICATIONS

• 3 years experience in a professional office environment.
• 2 years experience supporting organization-wide projects
  
  

POSITION SPECIFIC COMPETENCIES

• Strong time management skills with the ability to prioritize work, follow through on tasks to ensure they are fully completed and resolved
• Excellent verbal and written communication skills, including the ability to communicate clearly and professionally with a wide range of internal and external stakeholders
• Demonstrated customer service skills to include active listening, displaying empathy, and working toward problem-solving.
  
  

General Competencies (required Of All Staff)

• Ability to actively engage in, demonstrate commitment to the Council's Operating Principles and Inclusion values.
• Excellent interpersonal skills, the ability to listen well, and positively represent the organization and its mission.
• Strong attention to detail and accuracy.
• Ability to manage many and/or differing tasks, maintain productivity, and successfully meet deadlines.
• Ability to work effectively and positively both independently and on a team with a range of individuals and working styles, and with people at all organization levels including staff, board members, foundation officers, donors, and vendors.
• Experience or ability to use CRM database solutions, preferably Salesforce.
• Proficient skill in Microsoft Office 365 applications.
  
  

Travel Requirements

• Ability to travel up to 10% domestically, including overnight trips.
  
  

Benefits

Learn more about the Council's benefits.