Operations Associate

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.

Financial Oversight

• 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.

Grant Administration & Reporting

• 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 prioritie