Operations Associate

Location: Hybrid/Remote in Portland, ME

Employment Type: Full-Time (Non-exempt)

Compensation: $55,000

Reports to: President

About Us

American Families for Vaccines (AFV) is a fast-growing, mission-driven organization mobilizing families, clinicians, and communities to support pro-vaccine policy and defeat anti-vaccine extremism. Our state chapters defend strong vaccine policy, fight misinformation, and advocate for evidence-based public health. As we scale both our 501(c)(3) and 501(c)(4) entities, we are expanding our national infrastructure and growing the number of state-based Families for Vaccines chapters.

Position Summary

This role combines high-level administrative support with day-to-day operational coordination across a dynamic, distributed team. It’s an exciting opportunity to work at the heart of a national public health advocacy organization during a period of rapid growth. The ideal candidate is detail-oriented, tech-savvy, politically aware, and mission-aligned, with a commitment to helping us build efficient, scalable systems that support our advocacy, fundraising, and organizing efforts.

Key Responsibilities

Executive Support (50%)

• Manage the President’s calendar, schedule meetings, and coordinate logistics across multiple time zones
• Draft, proofread, and format correspondence, presentations, board materials, and memos
• Prepare briefing materials and track follow-ups for internal and external meetings
• Monitor and prioritize email communications on behalf of the President
• Organize and support quarterly Board meetings, including scheduling, agenda development, notetaking, and recordkeeping

Operations and Finance Support

• Assist with day-to-day operations for both the 501(c)(3) and 501(c)(4), including contract tracking, vendor coordination, new hire onboarding, and file management
• Process reimbursements, track expenses, and assist with accounts payable, receivables, and budget documentation
• Maintain internal systems and tools such as Google Workspace, Monday.com, and Zoom
• Maintain shared drives, calendars, project tracking systems, and SOPs to support staff efficiency and cross-team alignment
• Coordinate logistics for internal retreats, trainings, and meetings

Qualifications

• 3+ years experience in executive or administrative support roles; experience in nonprofit, political, or advocacy settings preferred
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Excellent written and verbal communication skills
• High degree of discretion and professionalism in handling confidential information
• Proficiency with Google Workspace, Zoom, and task/project management tools
• Familiarity with QuickBooks, payroll platforms, or HR systems a plus
• Comfortable working in a remote-first, distributed team environment
• Strong interpersonal skills and a growth mindset—excited to help build and scale systems from the ground up
• Deep commitment to public health, equity, and vaccine access

Compensation & Benefits

Salary: $55,000 annually

Benefits:

• Comprehensive health insurance for employee, partner, and dependents, retirement contribution, generous PTO, paid holidays, and remote work flexibility.
• Flexible work hours and fully remote work environment with opportunities to travel and engage colleagues in-person a few times per year.

How to Apply

Please submit a resume and short cover letter explaining your interest in the role to jobs@familiesforvaccines.org.

Equal Employment Opportunity

American Families for Vaccines is an Equal Opportunity Employer. We are committed to fostering an inclusive workplace and welcome applicants from all backgrounds, including but not limited to people of color, LGBTQ+ individuals, women, veterans, individuals with disabilities, and people with diverse life experiences.

We do not discriminate on the basis of race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, marital status, genetic information, veteran status, or any other characteristic protected under federal, state, or local laws.

Work Authorization

All applicants must be authorized to work in the United States. AFV is not able to sponsor employment visas at this time. AFV participates in the e-Verify system to determine employment eligibility.

Reasonable Accommodation

If you require reasonable accommodation during the application or interview process, please contact us at jobs@familiesforvaccines.org

Employment Status

All positions are considered at-will unless otherwise stated in a written employment agreement and are subject to background and reference checks where applicable.

Pay Transparency

This position is offered with a salary range of $55,000 per year, depending on experience and location. The position includes comprehensive benefits. This disclosure is in compliance with applicable state laws including those in California, Colorado, New York, and Washington.

American Families for Vaccines is an equal opportunity employer and committed to hiring without regard to age, race, ethnicity, ability, religion, sexual orientation, gender identity or expression, family status, disability, military status, or any other characteristic protected by law. If you require accommodations or assistance to complete an application, we welcome you to contact hr@familiesforvaccines.org.