Operations Associate (Temporary Leave Replacement)

InnovateEDU; New York (NY); On-site; USD 30,000 - 37,000; Full time

Benefits offered by this job

Paid vacation

Sick leave

Medical/dental insurance

Retirement plan

Job summary

InnovateEDU is seeking a full-time Operations Associate to manage day-to-day office operations and support internal teams. The role focuses on event planning, vendor coordination, and ensuring systems run smoothly in a fast-paced environment.

Responsibilities include on-site event management, webinar coordination, inventory control, and process documentation. The ideal candidate has 1–2 years in operations, strong organizational skills, and proficiency with Microsoft Office.

Qualifications

• 1-2 years in operations, logistics, or project coordination.

Responsibilities

• Coordinate logistical planning and execution for internal and external events.
• Lead operational planning for webinars and virtual events.
• Oversee on-site event execution and vendor management.
• Manage inventory and materials for events.
• Assist with event budgeting and cost control.
• Develop contingency plans for events and post-event reviews.

Skills

Operations coordination

Event management

Time management

Communication

Physical stamina

Education

Bachelor's degree or equivalent experience in related field

Tools

Microsoft Office Suite

Event/project management software

Job description

About the Role

InnovateEDU is seeking a full-time, proactive, and detail-oriented Operations Associate to join our team. This role ensures the smooth and efficient functioning of our office, supporting overall organizational operations. You will play a crucial role in managing day-to-day logistics, supporting internal teams, and ensuring that our foundational systems operate smoothly. A key component of this role includes the execution and coordination of our company's internal and external events. If you thrive in a fast-paced environment, possess exceptional organizational skills, and are dedicated to enabling high standards of operational excellence across all areas, we encourage you to apply.

About InnovateEDU

InnovateEDU catalyzes education transformation by bridging gaps in data, policy, practice, and research to center the needs of the field in accelerating innovation towards an equitable, inclusive and radically different future for all learners.

Responsibilities

Event Operations Management

• Logistical Planning and Execution: Serve as the primary operational contact for internal and external events (e.g., conferences, webinars, team-building activities, client functions). This includes managing timelines, vendor coordination (catering, A/V, venue), and on-site setup/breakdown.
• Webinar & Virtual Event Management: Lead the operational planning, platform setup (e.g., Zoom, Teams), technical preparation, speaker coordination, and live facilitation/moderation for all webinars and virtual events.
• On-Site Event Execution and Suppt: Be physically present at all assigned events to manage day-of operations. This includes overseeing vendors, managing guest flow, troubleshooting real-time issues, and ensuring a successful, seamless experience from start to finish.
• Inventory and Materials: Oversee the procurement, tracking, and organization of all event-related materials, equipment, and supplies. Ensure all necessary items are secured, branded, and delivered to the event location on schedule.
• Budget Oversight: Assist the Finance and Operations Manager with event-specific budgeting, expense tracking, invoice processing, and cost-effective resource allocation.
• Risk Mitigation: Develop and implement operational contingency plans for events to address potential issues like technical failures, weather disruptions, or vendor no-shows, ensuring business continuity.
• Post-Event Analysis: Conduct thorough post-event operational reviews, compiling feedback and data to identify areas for logistical improvement and efficiency gains for future events.

General Operations and Administrative Support

• Email and Calendar Management: Monitor and respond to emails, manage appointments, and schedule meetings for the CEO.
• Communication and Coordination: Liaise with staff and the Board members, respond to inquiries, schedule meetings and conference calls.
• Culture & Team Support: Promote a positive and collaborative office culture by organizing team-building activities and supporting internal communication efforts.
• Communication Hub: Serve as the primary point of contact for internal and external inquiries, directing communications to the appropriate team members.
• Vendor Relations: Manage relationships and contracts with non-event vendors and service providers to ensure optimal service and pricing.
• DYCD Portal & Attendance Management: Manage and perform the timely, accurate input of participant attendance data into the Department of Youth and Community Development (DYCD) portal to maintain program compliance and reporting requirements.
• Process Documentation: Update and maintain detailed Standard Operating Procedures (SOPs) for key operational and event-related tasks to ensure consistency and ease of onboarding for new staff.
• Administrative Tasks: Provide general administrative support to the Finance and Operations team, including scheduling meetings, managing calendars, and preparing necessary reports or presentations. Handle incoming and outgoing mail, process correspondence, and manage organizational filing systems (physical and digital).

Who You Are

You are a mission-driven individual and believe in working to close the educational opportunity gap. You are detail-oriented, a proactive problem solver, not afraid to ask questions, and love to manage multiple workstreams. You are excited to join a growing team. You like a fast pace and are highly responsive, with the ability to work independently.

You are open to feedback, bring your best every day, and are ready to grow in all areas of your work. You want to join a team of folks who share your vision for mission-driven work at the intersection of education, policy, and civil rights.

Skills and Experience

• 1-2 years of proven experience in an operations, logistics, or project coordination role, with demonstrable experience supporting large-scale events.
• Bachelor’s degree in Business Administration, Hospitality Management, Communications, or a related field, or equivalent practical experience.
• Exceptional planning, time management, and organizational skills with a keen eye for detail and the ability to manage multiple priorities simultaneously under tight deadlines.
• High proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and experience using project management and/or event management software.
• Excellent written and verbal communication skills, necessary for clear, professional interaction with vendors, clients, and internal teams.
• Ability to lift up to 50 lbs and stand/walk for extended periods during event setup and execution.
• Experience negotiating vendor contracts and managing a dedicated event budget (preferred)

Compensation

Consistent with our diversity, equity, and inclusion statement we strive to address systemic gaps in pay often present in our larger society as a result of gender, identity, or sexual orientation. All candidates are pay scaled by an independent third-party service or application which calculates the market rate for the applicant based on skills and qualifications, job duties, market conditions within the location of applicant, education, and experience. This position’s compensation range is $22 - $27 per hour and is expected to work 40 hours a week. InnovateEDU full-time employees receive paid vacation and sick leave, medical/dental insurance, retirement, and other standard benefits.