Operations Associate

Position Summary

GIFCT is seeking an Operations Associate, who will provide key administrative and logistical support to ensure that the organization runs smoothly and efficiently. This role involves assisting with a variety of operational tasks, including office management, financial tracking, human resources support, event coordination, technology management, and essential membership and programmatic support. The ideal candidate will be organized, proactive, and comfortable working in a technology fluent environment with a small team.

Role Description

Operations and Project Management

• GIFCT Membership: Provide key administrative support to the memberships & programs team to ensure finance, legal, and other operational aspects of their programmatic work is properly tracked and supported.
• Member & Consultant Relations: Handle day-to-day communications for billing and invoicing  with members and external consultants, ensuring adherence to agreements and timely payments.
• Contract Management: In coordination with the Director of Operations, draft, review, finalize, and organize contracts and supporting documents, working with relevant departments and legal counsel as needed.
• Systems & Software Oversight: Support the maintenance and management of physical devices, software platforms and IT resources (Slack, Google Workspace, 1Password, etc.), ensuring team access, functionality, security, and liaising with external IT partners as needed.
• Event Planning: Support the planning and execution of  logistics for internal events such as team retreats, ensuring seamless coordination of all necessary resources and activities.
• Office Management: Oversee the management of office space(s), including lease facilitation and logistical arrangements for office relocations or expansions in coordination with the Director of Operations.
• Team Resource Support: Serve as a go-to resource for staff, addressing operational and technical questions and providing problem-solving assistance and providing cross-functional support to other teams’ activities as needed.
• Special Projects Management: Support special projects as needed (i.e. implementation of new software) from planning through execution.

Human Resources & Finance Support

• Recruitment & Onboarding: Assist in recruiting processes, new hire onboarding, and employee record maintenance, ensuring compliance with HR policies and legal standards.
• HR Compliance: Liaise with external HR partners to support ongoing HR activities by ensuring the organization adheres to relevant labor laws, employee welfare regulations, and internal policies.
• Monthly Bookkeeping & Reconciliation: Support monthly financial processes, including transaction tracking, class coding, and credit card reconciliations, ensuring accuracy and timely reporting.
• Accounts Payable/Receivable: Support management of invoice approvals, accounts payable/receivable processes, ensuring timely payments and collections.
• Financial Reporting: Support the preparation of monthly advisory reports and financial updates to the board as needed, ensuring clarity and transparency.

Other Duties as Assigned

As part of our dynamic team, this role involves not only the outlined responsibilities but also other duties as assigned to meet the evolving needs of the organization. We seek individuals who embrace flexibility, adaptability, and a proactive mindset in navigating diverse tasks that contribute to our collective success. Your willingness to pivot, lend expertise beyond your primary scope, and collaborate seamlessly across departments is integral to our shared goals and growth.

Tagged as: finance, human resources, operations