Operations Associate

Our client, a boutique non-profit, is seeking an Operations Associate to join their lean team. The ideal candidate will be a self-starter and should possess superior organizational skills, an acute attention to detail, and excellent communication skills. 

Job Details:

COMPANY: Boutique Non-Profit

POSITION:  Operations Associate

LOCATION: New York, NY (Hybrid with 2-3 days a week in office)

HOURS: 9 am –5:30 pm

SALARY: 72k-80k + benefits + 401k +100% coverage for vision/dental insurance

BACHELOR’S DEGREE: Required

Responsibilities of the Operations Associate: 

-Oversee incoming and outgoing mail

-Manage main phone line

-Order office supplies

-Schedule meetings and confirm participant attendance

-Serve as a liaison with the landlord for office-related needs

-Assist Operations Manager with all aspects of the biannual beneficiary stipend distributions

-Assist Operations Manager with updating beneficiary contact information in charity databases

-Manage beneficiary event invitations, RSVPs, and beneficiary guest lists for all events

-Prepare mailing/invitation lists for all various events and donation appeals (pulling reports, compiling information, editing/cleaning up lists, sending to Operations Manager for review, sending to printer after approved)

-Serve as a liaison with the moving company and off-site storage closet. Pack and unpack necessary event supplies and schedules pickups/deliveries of supplies with the moving company

-Provide general event support. Assist Operations Manager with silent auction, raffle, and live auction for annual events (soliciting companies for donations, adding completed auction packages to the website, gift wrapping physical prizes, overseeing auction/raffle volunteers at the event, assisting with guest check out at the end of the night, following up with all winners with unclaimed prizes to be emailed/mailed after the event)

-Manage donor database (data entry and reporting)

-Manage in memory/in honor donation letters

-Prepare drafts of monthly acknowledgement letters and in-kind donation letters

-Print and mail monthly donation acknowledgement letters after approved by Operations Manager

-Assist Operations Manager in preparation of monthly bank reconciliations and credit card reports

-Assist Operations Manager with invoice distribution and collection of outstanding pledges

-Processes matching gift requests and deposits all checks received at the office/events

-Manages Internship Program

-Performs other duties as assigned by the Chairman, President, Executive Director, or Operations Manager

Requirements of the Operations Associate:

-Bachelor's degree

-Track record for exemplary time management skills and ability to manage multiple deadlines in a fast-paced environment with minimal supervision

-Demonstrated resourcefulness and flexibility

-Analytical and problem-solving skills

-Experience with database management

-Proficiency with Microsoft Office Programs and Mail Merge

-Superior organizational skills and attention to detail

-Excellent written and oral communications skills

-Positive, team-player approach

-Self-starter with professional demeanor

-Availability for occasional evening work

-Exceptional interpersonal skills to interact effectively with donors, volunteers, beneficiaries and first responders

-Experience effectively managing people

-Bonus: Experience working with Raiser's Edge and Blackbaud

-Bonus: Experience planning/managing large events

-Verifications of identity, education, prior employment, and references may be required