Social Impact and Philanthropy Operations Associate

Job description

Summary The Operations Associate supports the day-to-day administrative, logistical, and operational functions of the Foundation, bridging corporate employee wellness initiatives with community impact programs. This role manages core databases and donation processing, ensures state compliance, handles office logistics, and provides heavy execution support for events and programs, including Young Living events, disaster relief, service trips, and employee volunteer initiatives. Key Responsibilities 1. General Operations & Compliance Board Management: Schedule foundation board meetings, send invitations, prepare executive PowerPoint presentations, and officially take and record meeting minutes. System & Office Logistics: Maintain the foundation’s systems, operational software, databases, and internal master calendars. Communications Management: Manage the foundation's general information inbox; promptly answer emails, resolve community concerns, track pattern problems, and collaborate with the internal team to find systemic solutions. State Registrations & Compliance: Coordinate closely with the foundation’s legal firm to ensure all state fundraising and operating registrations are routinely renewed; directly obtain formal signatures from leadership. IT & Backend Support: Provide direct IT backup assistance to the IT lead to help resolve software, hardware, and account tech issues. Vendor & Financial Admin: Serve as the primary contact for operational vendors, process invoices, track receipts, and handle physical/digital deposit checks. 2. Database & Donor Management Data Integrity: Input and manage accurate donor, volunteer, and partner records within the foundation's database. Gift Processing: Process incoming donations, generate automated tax receipt letters, and ensure timely donor acknowledgment. Reporting: Pull routine operational and fundraising reports to track campaign progress and operational efficiency metrics. 3. Events & Program Logistics Monthly Event Coordination: Provide hands-on logistical support for the foundation's involvement in Young Living events and general fundraisers. Disaster Relief: Support the foundation’s emergency response initiatives by maintaining active communications with Young Living brand partners, sending care package materials, and conducting strategic program follow-ups. Service Trips Support: Execute end-to-end logistics for organizational trips, including handling participant applications, coordinating travel details, securing lodging reservations, collecting payments, and managing ongoing member communications. Sponsorship Programs: Participate in bi-monthly strategy meetings to scale the foundation's sponsorship footprint, including dedicated tasks to build out customized community programming. 4. Corporate Employee Service Integration HR Collaboration: Design, schedule, and align internal employee service projects. Service Logistics: Act as the hands-on logistical coordinator and point of contact for corporate employee volunteers participating in foundation-led initiatives. Qualifications & Skills Education: Bachelor’s degree in Business Administration, Nonprofit Management, or a related field (or equivalent practical experience). Experience: 1–3 years of professional experience in an administrative, operational, database, or program coordinator role. Tech Proficiency: High familiarity with Microsoft Office, and basic IT troubleshooting capabilities. Organization: Elite multi-tasking skills with the ability to balance timelines with moving logistical parts (reservations, payment collections, and volunteer schedules). Communication: Exceptional written and verbal communication skills across diverse audiences, from corporate HR executives and legal firms to grassroots community members.