Operations Associate

InnovateEDU • Full-time • Hybrid in Brooklyn, New York, United States • $22 - $27 / hour • 1m ago

Fast Facts

InnovateEDU is looking for a proactive Operations Associate to ensure smooth office operations, manage logistics for events, and provide administrative support. This full-time position is ideal for candidates with strong organizational skills and a passion for education.

Responsibilities: Key responsibilities include managing event logistics, overseeing on-site event execution, coordinating communications, and supporting general office operations and administrative tasks.

Skills: Candidates should have 2-3 years of experience in operations or event coordination, exceptional planning and organizational skills, and proficiency in Microsoft Office Suite with effective communication abilities.

Qualifications: A Bachelor’s degree in a relevant field or equivalent practical experience is preferred, along with experience in budget management and vendor negotiations.

Location: The job is located in Brooklyn, New York, United States with potential travel up to 25% of the time.

Compensation: $22 - $27 / Hourly

About the Role

InnovateEDU is seeking a full-time, proactive, and detail-oriented Operations Associate to join our team. This role ensures the smooth and efficient functioning of our office, supporting overall organizational operations. You will play a crucial role in managing day-to-day logistics, supporting internal teams, and ensuring that our foundational systems operate smoothly. A key component of this role includes the execution and coordination of our company's internal and external events. If you thrive in a fast-paced environment, possess exceptional organizational skills, and are dedicated to enabling high standards of operational excellence across all areas, we encourage you to apply.

About InnovateEDU

InnovateEDU catalyzes education transformation by bridging gaps in data, policy, practice, and research to center the needs of the field in accelerating innovation towards an equitable, inclusive and radically different future for all learners.

Responsibilities

Event Operations Management

Logistical Planning and Execution: Serve as the primary operational contact for internal and external events (e.g., conferences, webinars, team-building activities, client functions). This includes managing timelines, vendor coordination (catering, A/V, venue), and on-site setup/breakdown.
On-Site Event Execution and Support: Be physically present at all assigned events to manage day-of operations. This includes overseeing vendors, managing guest flow, troubleshooting real-time issues, and ensuring a successful, seamless experience from start to finish.
Travel Requirement: Be available and prepared to travel domestically up to 25% of the time to support event execution.
Inventory and Materials: Oversee the procurement, tracking, and organization of all event-related materials, equipment, and supplies. Ensure all necessary items are secured, branded, and delivered to the event location on schedule.
Budget Oversight: Assist the Operations Manager with event-specific budgeting, tracking expenses, processing invoices, and ensuring cost-effective resource allocation.
Risk Mitigation: Develop and implement operational contingency plans for events to address potential issues like technical failures, weather disruptions, or vendor no-shows, ensuring business continuity.
Post-Event Analysis: Conduct thorough post-event operational reviews, compiling feedback and data to identify areas for logistical improvement and efficiency gains for future events.

General Operations and Administrative Support

Communication Hub: Serve as the primary point of contact for internal and external inquiries, directing communications to the appropriate team members.
New Hire Onboarding: Facilitate the onboarding process for new staff, ensuring they have the necessary resources and information, including workspace setup and initial access provisioning.
Culture & Team Support: Promote a positive and collaborative office culture by organizing team-building activities and supporting internal communication efforts.
Technology Management: Manage organizational technology, including equipment inventory, and troubleshoot basic IT and access issues for the team before escalating to dedicated IT support.
Vendor Relations: Manage relationships and contracts with non-event vendors and service providers to ensure optimal service and pricing.
Process Documentation: Update and maintain detailed Standard Operating Procedures (SOPs) for key operational and event-related tasks to ensure consistency and ease of onboarding for new staff.
Administrative Tasks: Provide general administrative support to the Finance and Operations team, including scheduling meetings, managing calendars, and preparing necessary reports or presentations. Handle all incoming and outgoing mail, process correspondence, and manage organizational filing systems (both physical and digital). Assist with day to day financial activities such as assisting with expense reporting and processing reimbursements

Who You Are

You are a mission-driven individual and believe in working to close the educational opportunity gap.You are detail oriented, a proactive problem solver, not afraid to ask questions, and love to manage multiple workstreams. You are excited to join a growing team. You like a fast pace and are highly responsive with the ability to work independently.

You are open to feedback, bring your best every day, and are ready to grow in all areas of your work. You want to join a team of folks who share your vision for mission-driven work at the intersection of education, policy, and civil rights.

Skills and Experience

2-3 years of proven experience in an operations, logistics, or project coordination role, with demonstrable experience supporting large-scale events.
Bachelor’s degree in Business Administration, Hospitality Management, Communications, or a related field, or equivalent practical experience.
Exceptional planning, time management, and organizational skills with a keen eye for detail and the ability to manage multiple priorities simultaneously under tight deadlines.
High proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and experience using project management and/or event management software.
Excellent written and verbal communication skills, necessary for clear, professional interaction with vendors, clients, and internal teams.
Ability to lift up to 50 lbs and stand/walk for extended periods during event setup and execution.
Experience negotiating vendor contracts and managing a dedicated event budget (preferred)

Compensation

Consistent with our diversity, equity, and inclusion statement we strive to address systemic gaps in pay often present in our larger society as a result of gender, identity, or sexual orientation. All candidates are pay scaled by an independent third-party service or application which calculates the market rate for the applicant based on skills and qualifications, job duties, market conditions within the location of applicant, education, and experience. This position’s compensation range is $22 - $27 per hour and is expected to work 40 hours a week. InnovateEDU full-time employees receive paid vacation and sick leave, medical/dental insurance, retirement, and other standard benefits.

Application Instructions

Please upload your resume and answer the required questions. Applications will be accepted, reviewed, and interviewed on a rolling basis.

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