Position Title: Operations Assistant
Reports to: Director of Operations
Salary: $90,000 – 100,000, plus benefits
Who We Are
Established in 1988, The Tow Foundation is a family foundation committed to promoting justice, wellness and access to opportunities so that individuals and communities can thrive. Grounded in our work in Connecticut and New York, we support visionary leaders and nonprofit organizations that serve historically marginalized populations, help individuals contribute to their communities and champion advancements and experiences that make it possible for all people to live a healthy and joyous life. In all that we do, we are guided by our core values of collaboration, transformation, innovation and entrepreneurship. To accomplish our goals, we invest in innovative programs and reform in the areas of culture, higher education, journalism, justice and community wellness, and medicine.
Position Description:
The Operations Assistant reports to the Director of Operations and supports the Foundation’s operations team by providing exceptional administrative, project management and logistical support. This position plays a pivotal role in maintaining an efficient and functional office environment, enabling strong organizational operations.
The ideal candidate possesses strong administrative skills, critical thinking abilities, and the capacity to work independently. Methodical, proactive, and responsive, they have excellent attention to detail and organizational skills. They thrive in a collaborative, dynamic work environment and recognize their crucial role in advancing the Foundation’s mission.
Key Responsibilities:
Reception and Office Management (60%)
The Operations Assistant is responsible for consistently maintaining a pleasant, efficient and functional office environment. Key responsibilities include:
- Welcoming Front Desk Environment: Manage front desk operations ensuring a professional, welcoming, and responsive front desk experience for all stakeholders, leading to improved communication, collaboration and satisfaction.
- Office Organization: Maintain a clutter-free, organized office environment that enhances team productivity and reduces time spent locating resources.
- Facility Management: Manage landlord and office vendors to ensure reliable service delivery, minimal downtime, and a safe and functional workspace.
- Department Budget and Vendor Management: Monitor the Operations department budget and vendor contracts, in a timely manner to identify discrepancies and solutions for cost-saving measures.
Administrative Support (40%)
The Operations Assistants partners with the Director of Operations and Operations Team to enhance overall efficiency. Responsibilities include:
- Records Management: Maintain accurate and easily accessible records, resulting in fast information retrieval, accurate organizational records and compliance with organizational policies.
- Event & Meeting Coordination: Execute seamless logistics for Foundation in-person Board meetings, staff workshops, and department-led meetings and events, resulting in smooth coordination of vendors, and a positive experience among participants.
- Grants Administration: Support the Grants Manager with processing and reconciling grant payments promptly and accurately, ensuring all data is correct and complies with Foundation’s procedures by the end of each month.
- Project Management Support: Assist the Director of Operations and, at times, other members of the Operations Team with scheduling, project management, and departmental projects, resulting in timely follow-up and successful project completion.
Qualifications:
This is a dynamic position that regularly interacts with Foundation staff, Board members, and the public. While no one candidate will embody all the qualifications listed below, the ideal Operations Assistant will possess many of the following:
Desired Attributes:
- Aligned with and committed to the Foundation’s core values and mission
- Proactive problem-solver with the ability to effectively prioritize tasks and manage competing or changing priorities in dynamic, deadline-driven environment with grace
- Excellent communication and interpersonal skills, with the ability to interact with diverse constituencies in a friendly and professional manner and with strong verbal, written and analytical abilities
- Demonstrates a strong commitment to continuous learning, embraces feedback, and actively seeks opportunities for personal and professional growth
- Collaborative team player who also enjoys working independently with minimal supervision
- High attention to detail, enjoys documenting processes, and actively seeks opportunities to improve workflows
- Exercises discretion and sound judgement in handling confidential, sensitive or private matters.
- Known for integrity, reliability, and dedication
- Enjoys working in a dynamic role and fast paced environment
Experience
- 5-7 years of experience in an administrative or operations support role, preferably in nonprofit, philanthropy, school, grassroots, or government organizations
- Proficiency in MacOS and Microsoft Office Suite; experience with Salesforce.com or similar CRM systems is preferred
- Experience in vendor management, including preparing and monitoring contracts and budgets, and ensuring accuracy in documentation
- Familiarity with databases, project management systems, and collaboration apps like SharePoint, Zoom, Slack, and Asana is a plus
Physical Requirements
- Prolonged periods sitting at a desk and working on a computer
- Must be able to lift up to 25 pounds at times
- Must be comfortable attending indoor and outdoor site visits and activities as needed
Other Requirements
- A valid driver’s license is preferred
- Ability to travel up to 15% of the time within the states of Connecticut and New York
In Person Work Expectations
This position requires working in-person a minimum of four days per week at the Foundation’s offices in New Canaan, CT. Attendance at additional external in-person Foundation events or meetings may be required.
Details and How to Apply
This search is being led by Debbie Lundstrom, Excel Partners. Those interested should email Debbie directly: Dlundstrom@excel-partners.com or call 203.978.6211.
Applications will be reviewed on a rolling basis until the position is filled.
The Tow Foundation is an Equal Opportunity Employer and no person shall be discriminated against on the basis of race, creed, color, religion, national origin, sex, sexual orientation, gender identity or expression, marital status, age, veteran status, physical/mental disability, or any other characteristic protected by federal, state or local laws. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements.