Operations Associate

Private Foundations; New York (NY); On-site; USD 90,000 - 130,000; Full time

Job summary

Private Foundations in New York seeks an all-around Operations Associate to partner with the Executive Director and act as the operational hub of the team.

The role blends office operations, financial tracking, grant administration, and executive support, requiring discretion, urgency, and strong initiative. Growth potential includes expanding systems and processes in collaboration with principals and counsel.

Qualifications

• 4+ years of professional experience in administration, operations, or finance with ownership and responsibility.
• Experience supporting senior executives, principals, or high-net-worth individuals and collaborating with diverse stakeholders.

Responsibilities

• Own day-to-day operations including office management, vendors, subscriptions, supplies, and record retention.
• Coordinate travel, meetings, presentations, materials, and expense reporting for the Executive Director.
• Manage grant-related budgeting, expenditures, reporting, and compliance with foundation guidelines and IRS requirements.
• Serve as a trusted bridge between internal teams, family office, counsel, grantees, and partners, maintaining discretion and professionalism.
• Plan meetings, events, and special projects from concept to completion, ensuring timely follow-up and progress across initiatives.

Tools

Microsoft Office

Adobe

CRM

Project management tools

Expense reporting tools

Job description

An established private family foundation is seeking an all-around athlete to partner closely with the Executive Director across a broad range of business responsibilities and serve as the operational hub for the team. The foundation has a long history of supporting civic life and democratic engagement among young people in the United States, pediatric health and caregiving science, and Jewish education and heritage in the U.S. and Israel.

This high-trust, hands-on role combines operational coordination, financial tracking and reporting, grant administration, and executive support, including calendar and logistics management.The Operations Associate must exercise sound judgment, act with a sense of urgency, be intellectually curious, anticipate needs, take initiative, follow through and deliver results. This is an opportunity for a self-starter who has a strong background in owning executive support functions, proactively solving unfamiliar problems before they arise, and collaborating closely with a diverse set of stakeholders.

In addition, the Associate will coordinate grant agreements, track commitments, maintain accurate documentation and records, and prepare financial reports. This role is ideal for someone who brings experience to the table yet still has a hunger for learning with a "no task is too small" mentality. As success is demonstrated, this role will expand to include broader responsibilities, such as continually improving the foundation's systems and processes. This person will work regularly with the foundation's principals, counsel, the family office, business leaders, and grantee organizations, requiring discretion, poise and professionalism at all times.

RESPONSIBILITIES

Operational Ownership & Systems

• Own the foundation's day-to-day operations, including office management, vendors, subscriptions, supplies, and record retention.
• Improve and standardize operational processes, maintain clear process documentation, and identify opportunities to streamline workflows and strengthen internal controls.
• Coordinate with shared resources (the family office, outside accountants, legal counsel, IT, and other vendors) and identify the foundation's emerging operational support needs.
• Maintain organized, current, and audit-ready files and records that are easy to access.

Executive & Administrative Support

• Manage the Executive Director's calendar and communications, anticipating needs and keeping their time focused on the highest priorities.
• Coordinate travel, meeting logistics, presentations, materials, and expense reporting.
• Research, prioritize, and follow through on incoming issues, including sensitive or confidential matters, and coordinate the appropriate course of action
• Serve as a trusted bridge between the internal team and the family, service providers, philanthropic organizations, community leaders, and other stakeholders, representing the foundation with professionalism and courtesy and building relationships.
• Support the Executive Director in operating within established budgets, including overhead and operating expenses.
• Monitor grant expenditures and track commitments and payments against approved budgets, flagging variances, timing issues, and budget risks early and recommending solutions.
• Manage payment schedules and forecast upcoming disbursements in coordination with the family office and finance team.
• Serve as primary administrator of the GivingData grants management system, supporting the full grant lifecycle from setup to closeout.
• Help the Executive Director prepare, manage, and track grant agreements, working with the Executive Director and outside counsel as needed, including special conditions and restrictions.
• Process, coordinate and track grant payments, maintaining secure grantee banking information, preparing transmittal materials, and resolving discrepancies promptly.
• Support compliance with foundation guidelines and applicable legal and IRS requirements for private foundations, partnering with counsel and accountants and flagging issues early.
• Conduct basic due diligence on prospective grantees, including organizational and financial review, to support the Executive Director's assessment.
• Track reporting deadlines for all active grants and follow up with grantees as needed.
• Review grantee reports and monitor performance metrics, synthesizing key findings, risks, and outcomes to support learning, planning, and communication with the principals.
• Prepare regular and ad hoc updates, reports, and dashboards for the Executive Director on grant activity, compliance, and portfolio progress.

Project Coordination

• Plan and execute meetings, convenings, and events from concept to completion, including logistics, materials, communications, and day-of support.
• Coordinate special projects as they arise, driving them forward with minimal direction.
• Track priorities, deadlines, and outstanding commitments across multiple initiatives, proactively coordinating follow-up and ensuring work continues moving forward.

QUALIFICATIONS

• Sound judgment, integrity, and a high level of discretion in handling confidential personal, financial, and organizational information.
• Initiative and ownership: a results-oriented, proactive problem solver who anticipates needs, identifies opportunities for improvement, and follows through.
• Exceptional organization, time management, and attention to detail, with the ability to manage multiple deadlines and shifting priorities independently and stay calm under pressure in a fast-paced environment.
• Excellent written, verbal, and interpersonal communication skills; polished, warm, and professional, with the ability to build relationships with and tailor style to diverse stakeholders.
• Collaborative, resourceful, and adaptable; thrives in a small team and moves seamlessly between detailed systems work and relationship-driven coordination.
• Strong financial acumen and analytical skills, including detailed analysis and tracking, and the ability to structure, interpret, and summarize data and reports for senior leaders.
• Intellectual curiosity and the ability to learn new systems and processes quickly.
• Technologically savvy, including proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel) and Adobe; experience with CRM, project management, and expense reporting tools is an advantage.
• Alignment with the foundation's mission and values.
• Legal authorization to work in the United States and ability to successfully complete a background check.

EDUCATION AND EXPERIENCE

Required

• 4+ years of professional experience in a role with real ownership and responsibility, combining administration, operations, or finance. Relevant settings include a family office, philanthropy, financial services, wealth management, law, or consulting.
• Experience supporting senior executives, principals, or high-net-worth individuals and collaborating with diverse stakeholders.

Preferred

• Experience with GivingData, Fluxx, or a comparable grants management or database system.
• Experience at a foundation, family office, or nonprofit.
• Familiarity with private foundation compliance, including IRS rules and expenditure responsibility.

PHYSICAL REQUIREMENTS

• Work is performed in a professional office environment in Midtown at least three days/week, and on a remote basis in a home office.
• Ability to sit or stand at a desk and work on a computer for extended periods.
• Ability to communicate effectively by phone, video, and in person.
• Ability to lift and carry up to 25 pounds occasionally (e.g., event materials, office supplies).
• Occasional travel, including to grantee sites, conferences, and events, may be required.
• Occasional work outside standard hours may be required to support events, travel, or deadlines.

COMPENSATION

The Company is an Equal Opportunity Employer and makes employment decisions without regard to any protected characteristic under applicable federal, state or local law.

This job description is intended to describe the general nature and level of work performed. It is not an exhaustive list of all duties, responsibilities, or qualifications, and duties may change as the needs of the foundation evolve.