Executive and Operations Associate

About the Waterfront Alliance

The Waterfront Alliance is a U.S.-based 501 (c)(3) nonprofit, mission driven organization with a growing alliance of more than 1,100 partners who have a shared goal: to bring about real change to shorelines, waterfronts, and coastlines in the New York-New Jersey region and across the nation. We advocate for resilience (environmental and economic), increased waterfront access, and water and science-based education for everyone. With our partners, we build, transform, revitalize, and protect accessible waterfronts by providing tools and resources to all communities so that they can shape their future.

About the Position

Waterfront Alliance seeks an executive and operations associate to provide administrative, logistical, and operational support to the president and CEO and the senior operations manager. Reporting to the senior operations manager with a dotted line to the CEO, the associate plays a critical role in advancing the organization’s mission through supporting the day-to-day operations and executive priorities.

This is a new and dynamic role that will expand the capacity of the organization and provides an opportunity to closely collaborate with the board and senior leadership. This position will have a “bird’s eye view” of the entire operations of the organization, and is a great opportunity for someone interested in growing their career in non-profit management.

Classification: Fulltime, non-exempt

Salary and Benefits: Salary is $55,000–$60,000. Waterfront Alliance offers a comprehensive benefits package, including employer paid medical, dental, and vision insurances; life insurance; 401K retirement plan with employer match; commuter and FSA benefits, paid time off, paid sabbatical after five years, professional development opportunities, and more.

Location: New York, NY; Hybrid schedule, currently with Mondays and Wednesdays in the Manhattan office.

Reports to: Senior Operations Manager

Responsibilities

Executive Support

• Lead the coordination and management of the president’s calendar and schedule.
• Support the president and director of events in managing the board of directors, including scheduling board and committee meetings, drafting meeting agendas, compiling, and distributing meeting materials, taking meeting minutes, and supporting follow-up tasks. Serve as the primary point of contact for board members.
• Provide administrative support to the president, including drafting correspondences, preparing meeting agendas and materials, etc.
• Support the president in the management of Salesforce database tasks.
• Support the president with organization-wide special projects, including strategic plans, landscape analysis, and exploring new partnership opportunities.
• Pitch in on team-wide initiatives such as City of Water Day, the annual gala, and other events.
• Other relevant tasks as assigned.

Operations

• Support the senior operations manager in performing bookkeeping functions, including keeping revenues and expenses up to date, processing bills and payments, and maintaining accounts payables and receivables in QuickBooks.
• Work closely with the external accountant and other finance partners on monthly reports.
• Assist with annual financial audit, including compiling requested documentation, file management, and corresponding with auditors.
• Collaborate with the development team on processing donations, including entry into QuickBooks and regular reconciliation of cash receipts and receivables.
• Order office supplies, maintain inventory, and support overall office administrative needs.
• Provide logistical support for staffing meetings, including scheduling, technology set up, and ordering refreshments
• Respond to general inquiries via phone and email.
• Other administrative tasks as assigned.

Qualifications

Minimum Experience

• At least one to two years of relevant experience (may include internships and student jobs)
• Experience supporting a leadership team or individual is preferred

Skills, Abilities, Competencies

• Excellent verbal, written, and interpersonal skills
• Demonstrated use and understanding of technology, including Microsoft Outlook, Excel, Word, PowerPoint; experience with QuickBooks, Salesforce or other CRM a plus
• Ability to communicate comfortably and confidently with senior leaders and key stakeholders, both within and outside the organization
• Ability to exercise sound judgement and maintain confidentiality
• Self-directed and demonstrated ability to work independently
• Detail oriented with exceptional organizational and project management skills
• Able to effectively prioritize and balance multiple projects and competing priorities
• Knowledge of basic bookkeeping a plus
• Commitment to Waterfront Alliance’s mission, values, and DEIJ principles

How to Apply

Submit your resume and the answers to the prompted questions at this link. Applicants must be legally authorized to work fulltime in the U.S. and should not require employment sponsorship now or in the future. Only complete applications will be considered. Position open until filled. No phone calls please.

As an equal opportunity employer, Waterfront Alliance encourages applications from all individuals regardless of age, gender, race, ethnicity, sexual orientation, marital status, physical ability or any other legally protected basis.

Waterfront Alliance offers a comprehensive benefits package, including employer paid medical, dental, and vision insurances; life insurance; 401K retirement plan with employer match; commuter and FSA benefits, paid time off, paid sabbatical after five years, professional development opportunities, and more.