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

    Reports to: Operations Lead

    Compensation: $19 – $22 an hour based on experience

    Job-Type: Part-Time, 20 hours a week with extended hours in Jan. and Feb.

    Location: Boston, MA (hybrid schedule with one day in office per week)

    Start Date: August 2023

    Benefits: Eligible for paid vacation, holidays, and sick time based on scheduled hours, flexible working hours, technology stipend