Operations Associate

Administration

·Answer phones, take messages, open/distribute mail, ship materials, greet and welcome guests, provide visitors with general information and perform general clerical duties

·Maintain office supply inventory, anticipate supply needs, ensure timely ordering and receipt/distribution of supplies

·Assist with placing office work orders; ensure all common areas remain organized; coordinate periodic office cleanings

·Maintain staff equipment inventory and process software purchases; ensure equipment is stocked and functioning; arrange maintenance for major office equipment

·Assist with the management of IT for the office and staff; place service calls as needed

·Coordinate meetings and conference calls; assist with preparation of meeting materials and arrange catering; manage conference room calendar

·Coordinate travel for staff members, including booking flights, accommodations, and ground transport

·Process subscriptions and memberships, according to organization’s renewal schedule

·Maintain organization’s physical and digital filing systems

·Organize and maintain organization’s records, contracts, and archives, including collateral materials

·Assist with vendor selection and management, to ensure optimal office operations

·Document and track office operations and procedures, including vendor contacts

·Draft, prepare, and edit documents including agendas, letters, reports, special projects and other documents in a range of formats including Word, Excel, PDF, and PowerPoint

·Provide general administrative support for the Foundation and Levitt network as needed

Finance

·Assist staff with monthly expense reimbursements; track and review expense reports for accuracy prior to submission to AP for processing

·Track and review expense reports from Levitt Foundation grantees

·Maintain the organization’s donor management database including donor and gift entries, prepare gift acknowledgements, create queries, run reports, organize lists, and continually maintain accurate records; process monthly donations

·Scan financial transaction records including receipts, invoices, and expense reports for electronic files; scan all documents for online filing and record keeping

·Make bank deposits as needed

·Assist with the Foundation’s annual audit and tax returns preparation

Human Resources

·Champion the organization’s commitment to equity, diversity, and inclusion by participating in and promoting the office culture of inclusion, collaboration, and fairness

·Draft and create meaningful and informative flyers and email messages for internal use in support of team-building and the organization’s commitment to EDI

·Coordinate monthly employee Paid Time Off process, updating staff records on a regular basis

·Assist with employee on-boarding/off-boarding and new hire paperwork; post job announcements

·Assist with general human resources forms and notifications

·Assist Vice President of Operations with staff trainings

·Assist Vice President of Operations with employee benefits administration as needed

Events

· Assist with the preparation and execution of Foundation events, including Levitt network events, group site visits, and national convenings and conferences; coordinate vendors and event logistics, track guest lists and RSVPs, and provide onsite support including setup and breakdown

·Assist with team building and wellness activities, including Levittivity events, and employee recognition and appreciation

General

• ·Act as organization ambassador at internal and external events and support the organization’s presence at such events

• ·Assist with special projects as directed

• ·Perform other related duties as assigned