Job description

Position: Operations Associate (Leave Replacement) Type: Full-Time Location: In-Person (EST Working Hours) 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. This role must be in-person at our Brooklyn office. 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, 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 Suppor t: 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. 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 Finance and Operations Manager with event-specific budgeting, expense tracking, invoice processing, and 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. Human Resources, General Operations & Administrative Support Benefits & Insurance Liaison: Communicate regularly with insurance providers, benefit vendors, and brokers to manage plan administration, support open enrollment, assist employees with claims inquiries, and resolve coverage issues. HR Information & Record Management: Oversee the continuous updating and accurate maintenance of employee records, HR systems/databases, organizational charts, and personnel files to maintain data compliance and currency. Employee-Facing HR Support: Serve as an approachable point of contact for staff inquiries regarding HR policies, onboarding, employee benefits, and workplace procedures with empathy and strict confidentiality. Program Support: Assist with planning, logistics, and other administrative functions for InnovateEDU’s Afterschool program, including supporting special events and field trips, and providing occasional coverage for program leadership. Training Tracking: Update and maintain the training tracker for each employee on an ongoing basis to ensure compliance with required professional development and certifications. Inspection & Audit Preparation: Support the Program Director in preparing for DYCD and DOH inspections, including organizing and retrieving required finance and HR documentation. DYCD Portal & Attendance Management: Manage and perform the timely, accurate input of participant attendance data into the Department of Youth and Community Development (DYCD) portal to maintain program compliance and reporting requirements. Vendor Relations: Manage relationships and contracts with non-event vendors and service providers to ensure optimal service and pricing. Administrative Tasks: Provide general administrative support to the Finance and Operations team, including organizing, maintaining, and filing physical and digital organizational documents to ensure seamless workflows and easy retrieval. Update and maintain detailed Standard Operating Procedures (SOPs) for key operational, HR, and event-related tasks to ensure consistency and ease of onboarding for new staff. Culture & Team Support: Promote a positive and collaborative office culture by organizing team-building activities and supporting internal communication efforts. 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 1-2 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 Experience negotiating vendor contracts and managing a dedicated event budget (preferred) This position is open only to candidates in the United States, and InnovateEDU will not sponsor H-1 B visas due to the nature of the position. 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.

Requirements

Must-haves

Position: Operations Associate (Leave Replacement)
Type: Full-Time
Location: In-Person (EST Working Hours)
Event Operations Management
Budget Oversight: Assist the Finance and Operations Manager with event-specific budgeting, expense tracking, invoice processing, and 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.
Human Resources, General Operations & Administrative Support
HR Information & Record Management: Oversee the continuous updating and accurate maintenance of employee records, HR systems/databases, organizational charts, and personnel files to maintain data compliance and currency.
Employee-Facing HR Support: Serve as an approachable point of contact for staff inquiries regarding HR policies, onboarding, employee benefits, and workplace procedures with empathy and strict confidentiality.
Training Tracking: Update and maintain the training tracker for each employee on an ongoing basis to ensure compliance with required professional development and certifications.
Inspection & Audit Preparation: Support the Program Director in preparing for DYCD and DOH inspections, including organizing and retrieving required finance and HR documentation.
Vendor Relations: Manage relationships and contracts with non-event vendors and service providers to ensure optimal service and pricing.
Culture & Team Support: Promote a positive and collaborative office culture by organizing team-building activities and supporting internal communication efforts.
1-2 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
This position is open only to candidates in the United States, and InnovateEDU will not sponsor H-1 B visas due to the nature of the position.

Nice-to-haves

Experience negotiating vendor contracts and managing a dedicated event budget (preferred)

Application prep

Use the role’s language and application details while tailoring your materials.

Platform: bamboohr
Effort: medium

Benefits

Benefits detected in the listing.

Dental

Vision

Professional Development