Operations Coordinator

THE FOUNDATION
The JPB Foundation is now the The Freedom Together Foundation. The Freedom Together Foundation’s (FTF) mission is to support people who have been denied power to build it, so they can change unjust systems and create a more democratic, inclusive, and sustainable society. We are dedicated to long-lasting, systemic change. That means we commit to our partners for the long haul, trusting in the strength and vision of the organizations we support to address some of our country’s most entrenched problems. Over the last 10 years, FTF has grown to be one of the largest US foundations, awarding over $300 million in grants each year.

THE POSITION

The Operations Coordinator supports the day-to-day operations of the organization and plays a key role in coordinating the logistics for internal and external events, under the supervision of the Office and Facilities Manager. The role involves managing logistical aspects of events, optimizing processes, and handling administrative tasks for both Operations and Information Technology to ensure the smooth execution of organizational activities.

RESPONSIBILITIES

The following are the primary areas of work for this position:

• Process Management: Assist in the development, optimization, and documentation of internal processes to improve efficiency.

• Project Coordination: Coordinate and track progress on key projects, ensuring deadlines are met and communication flows smoothly between departments.
• Administrative Support: Perform daily administrative tasks including data entry, billing, filing, composing correspondence and maintaining records in relevant systems.
• Vendor Coordination: Assist with vendors and service providers, ensuring that contracts are maintained, and issues are resolved in a timely manner including events.

• Event Management: Centralize and standardize event planning to improve efficiency, ensure compliance with legal requirements and policies, monitor safety concerns, elevate event quality, and optimize vendor relationships to manage cost and identify savings opportunities. Main liaison between FTF staff and Finance/Operations for event coordination.

• Problem Solving: Identify operational issues and provide recommendations for improvements or process enhancements.

• Travel Management: Serve as the primary administrator for the travel agent service, providing necessary resources to support Executive Coordinators travel and booking related concerns.
• Technology Proficiency: Demonstrate a high level of comfort with technology, including the ability to quickly learn and effectively utilize various software, platforms, and devices essential for events and day-to-day operations including audio visual for conference rooms.

QUALIFICATIONS

• Bachelor’s degree or equivalent experience in related field
• Strong organizational skills with attention to detail
• Excellent communication(written and oral) and interpersonal skills
• Ability to multitask, adapt and prioritize tasks efficiently in a fast-paced environment
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and Google Workspace
• Problem-solving skills and a proactive attitude
• Sound judgment, integrity, and impeccably accountable with sensitive/confidential information
• Ability to work independently as well as with various departments to foster a collaborative environment
• Experience with Concur preferred
• Project management experience a plus
• Commitment to FTF’s mission, values and connection to the issues/communities we fund

SALARY & BENEFITS

This is a full-time, non-exempt position. FTF deeply values fair and equitable wages that enables people to thrive. FTF offers an extensive and generous benefits package including health insurance (with 100% of the premiums paid for employees, spouses, domestic partners, and qualified family members), paid time off (including the last week of the year), 401(k) retirement plan with 12% employer contribution, and access to an inclusive family building reimbursement plan. FTF provides up to $5,000 annually for professional development and the ability to recommend an annual grant to the nonprofit of your choice.

WORKING WITH FTF

We believe that diversity is critical to our mission, and we value an inclusive culture. We strongly encourage applications from people with lived experiences related to our programs and applications from people of color, persons with disabilities, women, and LGBTQ+ individuals. The Freedom Together Foundation is an equal opportunity employer; we do not discriminate in employment based on race, religion, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, gender or gender identity, age or sexual orientation.

The Freedom Together Foundation is based in Manhattan, NY. FTF staff operate on a hybrid schedule and currently work from the office a minimum of 3 days weekly, with the flexibility to work remotely up to two days weekly.