Senior Operations Associate

Senior Operations Associate

The Sr. Operations Associate will play a key role in keeping EFIF's internal processes running smoothly. The position is responsible for supporting both the operational and financial health of the organization. In the short term, this will largely include administrative support for EFIF's three principal executives. With the possibility of extension, support would grow to include regular financial reporting and enabling effective coordination with EFIF's partners and funders. The senior associate will lead operations, finance, and logistics for EFIF-hosted events, including leadership strategic planning, and staff offsites, trainings, and project convenings with support from the operations and communications teams. The associate will provide backup admin support and help advance Operations team priorities. As this includes working closely across functions and teams, success in this role will heavily depend on the ability to forge strong professional relationships.

The Sr. Operations Associate will also provide equivalent support to EJM Associates. This position sits under the Chief Operating Officer and directly reports to the Deputy Director of Operations & HR. Close coordination with the Executive Assistant and leadership across each of EFIF's three functions (operations, communications, and research) is imperative.

This role is subject to change and expected to be responsive to evolving organizational priorities and team needs.

This position is based at EFIF headquarters in Washington, DC. As of the date of this posting, EFIF employees work from the DC office Tuesday through Thursday. Due to the nature of this role, more in-person work may be required.

Your responsibilities will include :

• Operations Support : Act as temporary Executive Assistant by managing the Principals' calendar management, travel arrangements, and administrative duties as needed. Manage document processing, including acquiring signatures on contracts and other formal documents and maintaining up-to-date business records. Coordinate with relevant staff to collect background reading, meeting agendas, presentations, briefing books, and other materials to support meetings with the CEO. Support varied Operations team priorities as bandwidth and priorities allow.
• Event Management and Coordination : Lead scheduling, operations, finance and logistics for organizational events. Oversee development and senior leadership approval of contracts and payments, and manage relationships with event vendors and consultants. Manage operational tools (e.g., HubSpot CRM, Asana project management software) for project tracking and reporting.
• Finance Administration, Financial Management & Reporting : Coordinate with EFIF project teams and the accounting team by supporting project-level financial reporting and expense forecasting. Support senior management with receipt and travel tracking. Track and report on grant expenditures, ensuring compliance with donor restrictions, including timely and recurring internal communications of deadlines and deliverables. Support many of EFIF's recurring financial processes, including expense management, accounts management (AR / AP), invoice management, and staff and management time tracking. May assist with payroll, benefits, and administration. Maintain data quality and pull reports in EFIF's financial and operations systems (e.g., BambooHR, QuickBooks, Contract Works, HubSpot and Asana).

General time breakdown :

Operations Support : approx. 60%

Event Management and Coordination (including board meetings) : approx. 20%

Finance Administration : approx. 20%

Who you are :

What you'll need :

Don't meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. EFIF is dedicated to building a diverse, inclusive and authentic workplace, so if you're excited about this role but your past experience doesn't align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

To apply, please submit your resume and short answer responses using our BambooHR link.