Overdeck Family Foundation (OFF) - Administrative and Operations Associate

New York, New York, United States

Ref#: POS-10907

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The Overdeck Family Foundation has been making grants since 2010 in line with its vision of a world in which all children have the opportunity to unlock their potential. The Foundation’s mission is to open doors for every child in the U.S. by measurably enhancing education both inside and outside the classroom. It does so by funding innovation, learning-focused initiatives that move the field forward, as well as proven practices and policies that have yet to reach scale. The Foundation focuses on all kids and seeks to provide them opportunity to unlock their potential. In aggregate, the Foundation’s work should contribute to more equitable outcomes and a more equitable society, namely one where success and failure are not driven by sociodemographic factors. Visit www.overdeck.org for more information. 

The Foundation is seeking a full-time Administrative and Operations Associate. Reporting to the Operations Manager, you will assist with organizational operations and grant processes. This includes supporting team-wide meetings and events, providing operational support to the Foundation Vice President, working with the Foundation Secretary on grant processing, and serving as an important resource to Foundation staff. This is the ideal opportunity for an individual who is a strong project manager, is detail-oriented, and thrives in a team-oriented environment focused on systems change.

You will take on the following responsibilities:

Office and Team Operations 
  • Ensure that the team has the materials they need to do their jobs well (systems, facilities, misc. operations support) 
  • Build and maintain process documentation and other materials to support the organization as it grows 
  • Plan successful, events (internal and external), including managing schedules, logistics, timelines, and communication 
  • Document, synthesize, and communicate internal team engagements, track next steps, and follow through to completion 
  • Regularly provide team updates on organization-wide projects, calendar, and events 
  • Own community building efforts, both externally and internally within the Foundation, by planning and executing events, driving meeting agendas, and maintaining Foundation traditions
Vice President Support 
  • Maintain Vice President’s calendar including booking travel and scheduling meetings 
  • Prepare materials ahead of meetings and conferences, including briefings 
  • Read and synthesize relevant reports and materials for meetings and events
Grant Process Operations
  • Collaborate with team to compile agenda, communications, materials, and notes for the monthly grantmaking process 
  • Ensure an operationally efficient grant process by coordinating with the Program team, Strategic Impact and Learning team, Foundation Secretary, and grantees 
  • Assist with database management for grant processing 

You should possesses the following qualifications:

  • 2-3 years of experience with operations or project management and executive support 
  • BA/BS degree
  • Understanding and passion for education in the U.S. with a “one organization” outlook at a family foundation 
  • Ability to work with diverse/multiple stakeholders with competing priorities and at different levels of the organization; team-orientation with an ability to see multiple perspectives
  • Sensitivity and responsiveness to confidential information
  • Orientation toward problem solving and continuous improvement to reach goals
  • Exceptional written and oral communication with strong listening and inquiry skills 
  • Analytical and learning orientation with openness and ability to adjust, followed by a bias towards action
  • Demonstrated ownership / initiative with a proactive problem-solving orientation
  • Commitment to delivering high-quality work products (strong attention to detail)
  • Ability to effectively prioritize workload by planning and executing work to meet deadlines
  • Proficiency with Microsoft Word, PowerPoint and various databases, including Excel and Airtable

You will enjoy the following benefits: 

  • Core Benefits: Fully paid medical and dental insurance premiums for employees and dependents, competitive 401k match, employer-paid life & disability insurance 
  • Perks: Onsite gyms with laundry service, wellness activities, casual dress, snacks, game rooms
  • Time Off: Generous vacation and unlimited sick days, competitive paid caregiver leaves

We are proud to be an equal opportunity workplace. We do not discriminate based upon race, religion, color, national origin, sex, sexual orientation, gender identity/expression, age, status as a protected veteran, status as an individual with a disability, or any other applicable legally protected characteristics.