Associate, Operations

smiletrain; New York (NY); Hybrid; USD 50,000 - 53,000; Full time

Benefits offered by this job

Comprehensive health insurance

401(k) retirement plan

Generous PTO package

Paid parental leave

Annual professional development stipend

Job summary

Smile Train in New York City is seeking an Associate for Operations to oversee office management and support various departments including HR, Legal, and Finance. The role involves managing office tasks, ensuring a welcoming environment, and providing administrative and executive support as needed.

The ideal candidate has a Bachelor's degree, 4+ years of relevant experience, and strong organizational skills. This full-time role features a hybrid work model with multiple employee benefits.

Qualifications

• Minimum of 4 years of office administration, operations, or reception experience.
• Ability to manage multiple projects and work under pressure.

Responsibilities

• Manage office operations including supply management and facilities coordination.
• Act as the first point of contact for staff and external visitors.
• Assist with onboarding and offboarding staff.

Skills

Organizational skills

Communication skills

Problem-solving skills

Attention to detail

Education

Bachelor’s Degree

Tools

Microsoft Office Suite

Job description

Organizational Overview

Smile Train is the world’s leading cleft focused organization. Our goal is to transform the lives of every person impacted by a cleft lip or palate. We train and support doctors and medical professionals to provide our patients with free, life-changing, comprehensive cleft treatment. Our sustainable model has allowed us to reach more than 2 million children in 90+ countries in the past 25 years, and we still feel like we’ve just started. We are truly changing the world one smile at a time!

Make a Difference!

Smile Train is seeking an Operations professional with proven experience supporting an active organization. As Smile Train’s Associate, Operations, you will serve as the lead for office administration and operational support. You will assist all aspects of the Operations team, including Human Resources, Legal, Finance, Executive, and Technology. In this position, you will provide support to a global organization and work closely with other departments and coworkers locally and around the world. As the Associate, Operations, you will oversee the functioning of Smile Train’s headquarters office, including cleanliness of the office, welcoming guests, managing deliveries, assisting with events and ensuring supplies are well stocked. This role blends office management, administration, and light executive assistant coverage, requiring exceptional judgment, discernment, and the ability to pivot with a no-task-too-small or too-big mindset.

This is a full-time staff position based at our headquarters in New York City. The selected candidate will be expected to work from our office under a hybrid schedule, with four days per week spent onsite.

Reports To: Chief Operating Officer & General Counsel

Key Responsibilities

• Manage office operations including supply management, facilities coordination, vendor relationships, shipping and receiving, and document and file management
• Act as the first point of contact for staff and external visitors, managing office access, greeting visitors, coordinating logistics, and arranging meeting rooms
• Maintain a polished and welcoming front-office presence while handling inquiries and sensitive information with discretion
• Work closely with Vice President, Human Resources to onboard and offboard staff and to plan and execute staff events in the NYC area
• Assist the Human Resources Department in the coordination of training schedules
• Assist with select travel and visa arrangements
• Assist with general administrative workflows and special projects
• Provide executive assistant coverage for senior leaders when needed, including calendar support, meeting notes and action items, and communication follow-through
• Act as the representative of the organization with building management, liaising regarding events and issues and participating in governance and meetings as they arise
• Coordinate and assist with office repair and renovation needs ranging from vendor selection and negotiation to project oversight and completion
• Manage expense processing and invoicing

Candidate Profile

The ideal candidate is highly organized, energetic, and enthusiastic about office support. Strong communication skills are a necessity.

Required Education and Experience

• Bachelor’s Degree (Bachelor’s Degree or equivalent professional experience)
• A minimum of 4 years of office administration, operations, or reception experience
• Organization, problem-solving skills, and attention to detail are critical
• Ability to work independently and be a self-starter
• Must be able to produce clear, structured written communication
• Ability to manage multiple projects
• Outstanding communication skills
• Ability to work comfortably on PCs, especially with Microsoft Office Suite
• Ability to work under pressure with significant time constraints and high workload volume at peak times

Interpersonal & Relationship Skills

• Warm professionalism
• Approachability
• Emotional intelligence
• Cultural sensitivity
• Ability to engage respectfully across levels

Accountability Expectations

• Ownership of Outcomes: Take full responsibility for one’s own performance, ensuring alignment with Smile Train’s vision and objectives.
• Transparent Communication: Communicate openly and effectively with team members, fostering trust and a shared understanding of expectations and priorities.
• Emotional Intelligence: Demonstrate empathy, understanding, and cultural sensitivity to contribute to an inclusive and supportive team environment.
• Empowerment: Effectively communicate with supervisors to ensure you are equipped with the resources, guidance, and autonomy you need to excel in your role.
• Team Cohesion: Contribute to a culture of collaboration, mutual respect, and shared accountability, helping the team to thrive in a fast-paced, purpose-driven environment.

Compensation

$50,000 - $53,000 USD

Why You’ll Love Working Here

Smile Train team members enjoy a full range of innovative benefits!

Meaningful Work – Be part of work that creates meaningful, lasting impact — changing the world one smile at a time.

We’ve Got You 100% Covered – Prioritize the health of you and your family with top-tier, comprehensive health, pharmacy, dental, and vision coverage.

Plan for Your Future – Build toward your long-term goals with our 401(k) retirement plan and generous employer match to help invest in your future.

Rest and Recharge – Enjoy a generous PTO package, paid holidays, and sick time so you can rest, recharge, and return feeling your best.

Family Matters – We support employees through life’s most important moments with paid parental leave and family care benefits, giving you time and flexibility for the people who matter most.

Mind Your Mental – Free access to professional mental health counseling to keep you grounded.

Learn and Grow – Take advantage of an annual professional development stipend and opportunities to expand your skills and continue learning.

Work Your Way – Balance collaboration and flexibility with our hybrid work model, based out of our conveniently located Midtown Manhattan office.

Travel the World – See our impact firsthand while partnering with global colleagues and programs through opportunities for domestic and international travel.

Application Process

Smile Train is an equal opportunity employer, committed to inclusive hiring and dedicated to diversity in our work and staff. We strongly encourage candidates from all groups and communities to apply.

To apply, please complete the application online. Include your CV and a cover letter explaining why you would be a good fit for Smile Train and this role. Only those who provide a cover letter as directed will be considered. We encourage interested applicants to submit their applications as soon as possible.