Operations Associate
As our Operations Associate you will play a critical role in the inner workings of our office and logistics guiding our team. You will support communications inside and outside our team by: coordinating our staff calendar and fielding general inquiries to the organization; assisting in our monthly record keeping and accounting; and helping coordinate the logistics for our annual fundraiser.
Key Responsibilities
Office Management
- Answer general inquiries directed to Climate XChange by phone and email and relay messages to relevant staff members
- Maintain the staff calendar with full team meetings and office closures
- Alert staff about upcoming holidays, new policies, and updates on projects that involve the full team
- Receive mail and package deliveries
Finances and Budget
- Providing payment for organizational expenses through Bill.com and work with our bookkeepers to reconcile monthly transaction reports
- Support our accountant by providing any needed materials or information for our annual audit
- Ensure fiscal and financial year calendar timelines are met by alerting staff members of relevant deadlines
Fundraising
- Assist in carrying out our annual raffle fundraiser by responding to inquiries by email and phone, overseeing the printing of tickets, and coordinating logistics for our drawing event
- Track donation checks and issue acknowledgement letters
- Maintain our grant calendar, ensuing it’s up-to-date with applications and reports
Culture and People Management
- Support our Executive Director and HR staff to coordinate logistics for the annual renewal of team benefits, hiring plans for new staff, and employee development program milestones
Relevant Experience, Skills
- Highly organized and detail-oriented, from maintaining filing systems to coordinating meetings, events, and long-term projects
- Excellent written and interpersonal communications skills
- Experience using computers, software applications, databases, and automated systems to accomplish work. Experience with Google Workspace is preferred.
- Ability to independently prioritize, organize, and manage multiple tasks simultaneously
- Adept with time management
- Ability to work independently and as part of a team
- Previous experience with office management and bookkeeping is highly desirable but not indispensable