Operations Assistant

Job Overview

The Operations Assistant plays a critical role in supporting the operational, administrative, and logistical functions at the ASA. Reporting to the Deputy Director, this position will manage key day-to-day activities, support efforts across a variety of virtual platforms, and assist with a broad range of tasks focused on maintaining and improving operational systems and ensuring organizational efficiency.

The Operations Assistant will be involved in areas such as virtual office management, event logistics for the annual conference, membership support, financial management, organizational administration and compliance. This role is perfect for a highly organized, detail-oriented individual who has experience working effectively in a remote environment, thrives in a small, fast-paced nonprofit environment, and is eager to contribute to operational excellence.

Key Responsibilities

General Operations Support

• • Handle all day-to-day on virtual office systems, including phone, email, shared drives, and technology tools, ensuring resources are up-to-date and functioning properly and member and external stakeholder requests are responded to in a timely and professional manner.
  • Provide day-to-day administrative and operational support to the Deputy Director, Executive Director, and broader team, as well as to ad hoc and standing committees, making sure that internal processes are efficient and effective.
  • Manage filing systems, document organization, and records for ASA’s virtual office.
  • Support accounts payable and accounts receivable processes and assist with general financial administration (e.g. tracking payments, filing receipts, reconciling accounts).
  • Assist with the preparation and filing of compliance documents, including corporate registrations, tax filings, and insurance renewals.

Annual Conference Support

• • Provide operational support for the ASA’s annual conference, including handling logistical tasks such as supporting and tracking contracts and vendors.
  • Help track conference-related budgets, monitor expenses, and ensure financial transactions are logged accurately.
  • Assist with event registration logistics, including managing attendee data, updating participant and session information, supporting scheduling, and sending confirmations.
  • Help coordinate with vendors for catering, A/V services, and other event-related needs.
  • Assist with post-conference follow-up, including processing payments, sending thank-you notes, and collecting feedback.
  • Support the Program Manager with conference-related communications.

Membership Operations

• • Help maintain and update membership data, ensuring all director and officer and other leadership info and all member contact information is accurate and up to date.
  • Assist with tracking membership renewals and supporting the membership cycle (e.g., onboarding new members, sending reminders).
  • Support the Deputy Director with membership communications, including reminders, renewal notices, and special announcements.
  • Support the Deputy Director with tracking and reporting on membership data, including trends, renewals, and retention strategies.

Financial Administration

• • Support the Deputy Director with general accounting tasks, including accounts payable/receivable and tracking financial transactions.
  • Help prepare financial reports, ensuring all data is accurately compiled and ready for review.
  • Assist with the preparation of budgets and tracking of expenses.
  • Track restricted fund expenditures and donations.
  • Provide general administrative support for financial compliance, including organizing receipts, collecting data for tax documents, and ensuring all records are complete and up to date.

Technology & Data Management

• • Help manage the organization’s cloud-based software and hardware systems, ensuring that tools are up-to-date, functional, and accessible to the remote team.
  • Maintain and update the organization's software and hardware inventory.
  • Assist in overseeing data security practices, ensuring the protection of sensitive information and compliance with relevant laws and standards.
  • Help manage and maintain accurate records of organizational accounts and login information for business operations, HR, and financial systems.
  • Assist with the evaluation and management of IT service providers and recommend updates or changes as necessary.

Office & Vendor Management

• • Help manage the procurement of office supplies and equipment, ensuring that remote staff have the tools they need to work efficiently.
  • Assist with managing contracts and relationships with external vendors, including technology providers, insurance companies, and service contractors.
  • Track the renewal of operational services (e.g., software subscriptions, insurance policies), ensuring timely payments and updates.

Other Operations Support

• • Help maintain and improve operational workflows, identifying opportunities for efficiency improvements and suggesting process optimizations.
  • Support the team in developing and documenting internal policies and procedures.
  • Contribute to special projects as needed, providing support on organizational initiatives and ad-hoc tasks from staff.
  • Other duties as assigned.

Qualifications

Experience

• 2-4 years of experience in an operations, administrative, or support role in a small non-profit organization, with a focus on office management, logistics, or systems operations in an internal and external-facing role.
• Experience providing professional support to members or other large constituencies.
• Experience in a small 100% virtual office preferred.

Skills

• Exceptional organizational skills with the ability to manage multiple tasks and deadlines.
• Meticulous attention to detail and a demonstrated knack for recordkeeping and documentation.
• Proactive approach to problem-solving.
• Customer service orientation.
• Strong written and verbal communication skills, with the ability to professionally interact with internal staff, members, and external vendors and partners and ensure clear communications.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with Google Workspace.
• Ability to manage multiple priorities and work independently within a small team.

Education

• Bachelor’s degree or equivalent work experience in a related field (e.g., business administration, nonprofit management, operations).

Preferred Qualifications

• Basic knowledge of financial systems, membership management tools, event planning tools, and database software preferred.
• Some knowledge of nonprofit financial processes, including accounts payable and receivable, budgets, grants, and restricted funds. Familiarity with Quickbooks Online.
• Familiarity with office technology tools and basic IT troubleshooting.
• Interest in nonprofit operations, systems management, and organizational improvement.
• Interest or experience in American Studies and/or American culture, history, politics, and society.