Position Description

Operations Associate
Location United States
Department General-OP
# of openings 1
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Operations Associate

New York, NY (HQ)

Remote until 1/14/2021

 

About Vital Strategies

All around the world, Vital Strategies quickens the pulse of public health.  We work in over 70 countries to prevent obesity and cardiovascular disease, end smoking, strengthen road safety, treat tuberculosis, and ease air pollution. 

Join Vital Strategies and you might find a team of lawyers advising the Ministry of Health in Nigeria on COVID-19 response.   A public health advisor working with a Ministry of Transportation official to redesign traffic intersections in Colombia.  A doctor conducting clinical trials on tuberculosis in Mongolia.  A journalist designing a social media campaign to curb trans-fat consumption in India.

Because of our comprehensive approach, and a steadfast commitment to quality programs, we are growing!  We now have a team of 400, a budget of $150 million, and regional offices in New York, NY, Jinan, China, Paris, France, Sao Paulo, Brazil, Addis Ababa, Ethiopia, and Singapore. 

 

The Opportunity

The Global Operations team is a multi-disciplinary hub that leads all operational aspects of Vital Strategies in service of the fast-growing programmatic portfolio. Led by the Chief Operating Officer (COO), the division includes specialized teams managing global safety, international office operations, procurement, facilities, travel, and law.  

We are seeking an Operations Associate who can provide administrative support for the day to day activities of the COO and the Global Operations team, and assist in planning, coordinating and communicating a number of key operational activities.

This is an opportunity for an administratively skilled, detail and process-oriented individual who is eager to learn about and contribute to the operations and mission of an international global health NGO. The Operations Associate will report to the COO.

 

Responsibilities include but are not limited to:

Administrative Support to the Chief Operating Officer (COO)

    • Prioritizes and provides follow-up on incoming issues and concerns addressed to the COO, including those of a sensitive and/or confidential nature
    • Manages the confidential information and support needs for various initiatives and special projects such as drafting agendas, compiling meeting materials, distribution and record keeping of session notes and documentation
    • Maintains annual calendar of meetings for the COO as a reminder of required reports and activities
    • Provides general support to the COO’s day-to-day activities including scheduling and prioritizing work assignments, communicating with internal and external stakeholders, preparing documents for COO signature, establishing purchase orders in the accounting system

 

Planning, Coordination, and Communications:

  • Coordinates the Operations annual planning processes and tracking progress of the Operations division achievements quarterly, including developing planning meeting agendas in coordination with the COO and Global Operations Team and creating and tracking progress for the division on Monday boards
  • Organizes Operations meetings for US staff and globally including developing agendas in coordination with the COO and ops team, scheduling, and note-taking.
  • Serves as the main focal point for operations’ communications including drafting weekly operations updates, gathering input from across the administrative side of the organization (finance, IT, operations, HR), preparing presentations and designing communications materials.

 

Administrative Support to the Global Operations Team

  • Leads coordination of all-staff events (e.g. mid and end of year holiday parties)
  • Serves as back-up support to the front desk coordinator
  • Track staff compliance with mandatory trainings
    • Ensures the conference rooms are in good operational order and fit for purpose.
    • Orders catering for Operations’ meetings and sessions.
    • Troubleshoots simple technical issues for audio/video equipment in meeting rooms
  • Maintains up-to-date operations documents in Box.com
  • Assist with facilities onboarding of new staff members in NY – providing a tour of the offices, where to locate office supplies and First Aid Kits, etc.
  • Other tasks as assigned

Required Qualifications and Competencies:

  • 1-2 years of relevant work experience with demonstrated ability to work in an entrepreneurial, fast-paced environment
  • Excellent interpersonal and communication skills and team-orientation
  • Exceptional organizational skills and ability to take initiative, prioritize, and follow through on tasks
  • Strong sense of responsiveness to internal and external requests and the ability to work with diverse groups and stakeholders
  • High sense of customer service
  • Self-starter who enjoys proposing innovative solutions to identified challenges or gaps
  • Well-developed customer service skills and ability to write clearly
  • Proficiency in Microsoft Office Suite programs, including Word, Excel and PowerPoint
  • Knowledge of Monday.Com a plus.
  • Ability to push, pull and carry up to 25 lbs. Ability to sit for long periods.

 

Equal Employment Opportunity

It is Vital Strategies policy to provide equal employment opportunity for all applicants and employees. Vital Strategies does not unlawfully discriminate on the basis of race, color, religion or creed, gender, national origin, ancestry, actual or perceived age, physical or mental disability, veteran or military status, marital status, sexual orientation, predisposing genetic characteristics, alienage or citizenship status, gender (including gender identity or expression), partnership status, arrest or conviction record, status as a victim of domestic violence, status as a victim of sex offense or stalking, or any other basis protected by local, state, or federal laws. All are encouraged to apply.

 

 

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