Position: Operations Assistant
Location: Brooklyn, New York
Organization: The Adventure Project
Job Category: Full-Time
The Adventure Project (TAP) adds venture capital to create jobs in developing countries, providing people with the tools, training and resources needed to earn income while serving their communities with better health care, food, water and a cleaner environment.
ABOUT THE JOB
Our culture is collaborative, scrappy and fast-paced. We're looking for talented, entrepreneurially-minded and data-driven people who also have a passion for ending extreme poverty effectively. In short, we need someone to do big things quickly.
Reporting to the Deputy Director, the Operations Assistant will manage The Adventure Project’s financial and administrative functions for the organization. The Operations Assistant will be detail oriented, a self-starter, and a problem solver.
Data-Driven: You will oversee the monthly tracking and reconciliation of our expenditures, working alongside our outsourced bookkeeping service. You will ensure the accuracy of all financial data across all our tech platforms and accounts (including, but not limited to, Xero, Salesforce, Stripe, PayPal, Shopify), striving to streamline and improve where possible.
Budget-Friendly: Work with Executive Director, team leaders and board to develop and track annual organizational and departmental budgets, striving to ensure we are achieving financial targets. You will prepare financial statements each month and present to the CEO and Board of Directors, utilizing feedback from Audit Board and Financial Committee.
Issuing Tax-Receipts: Work closely with Deputy Director to issue accurate and timely tax receipts, in compliance with both IRS regulations and standard best practice.
Development Success: Work to provide the development department with the information and materials they need to drive success. Create budgets for grant applications and donor reports, providing supporters with key insights on how their gifts create transformative impact. Track annual revenue targets with fundraising team and adjust as needed. Report to Development Team on recent transactions, including online gifts, grants and checks.
Banking: Pay bills, record and log checks and manage our bank accounts.
Financial Lead: Spearhead the annual audit process with external auditor. Ensure accuracy of all required filings, such as annual 990, W-2s and 1099s. Serve as the point of contact for all liability and insurance matters; coordinate and monitor all liability policies to ensure compliance with state and federal laws and adequacy to mitigate organizational risk.
Friendly Communications: You’re often the first person guests will interact with when they enter our office or when they reach out us via email, phone or online (via our chat feature). You will ensure their experience exceeds all expectations. You’ll welcome guests, supporters, and employees with authentic warmth and problem-solving, customer service orientation.
Culture Ambassador: You’ll contribute to and nurture our company culture and environment to keep employees happy and productive, including planning and implementing internal events and social activities.
Calendar Planner: Assist with scheduling and coordinate logistic for meetings as needed for both the CEO and the team. We will count on you to keep the trains running on time, and make sure that we have what is needed when we get there.
Purchasing and Procurement: Anticipate needs and procurement of office, shipping station and keeping all areas fully stocked. You will also ensure the office is tidy, scheduling cleaning services as needed.
Logistics Leaders: You will be responsible for shipping our merchandise, holiday cards and general correspondence. During high volume holidays, you will coordinate volunteer nights to ensure everything is packed and mailed in a timely manner. You will also provide A+ customer service by ensuring packaged get where they need to go and our supporters are thrilled with how you went above-and-beyond to make their package special.
Travel Agent: Assist with booking travel, both domestically and internationally. You should consider yourself a pro at find the best deals and maximizing skymiles. You will help employees and supporters with travel-related needs, such as: visa processing, travel waivers, itineraries and packing lists.
You Get Things Done: You are entrepreneurial and enjoy working in a fast-paced environment that feels more like a start-up than a traditional non-profit. No task is too big or too small and you are relishing the opportunity to build your own team. You follow-through, take initiative and get things done. You also value time and positive ROI; you can identify where to allocate your resources to maximize results.
You’re A Good Person: People love working with you because you are friendly, resourceful and always willing to lend an extra hand.
You Love Being Detail-Oriented: You measure twice, cut once. You thrive in an environment where you have many projects with various deadlines. You are an achiever and love crossing items off your list.
- Commitment to The Adventure Project’s mission.
- 3-5 years of work experience in bookkeeping, finance, or operations.
- Must be a logistically-oriented systems-thinker with strong interpersonal skills, excellent written and oral communication skills, and the ability to be a hands-on solutions-focused team player.
- Must be detail-oriented and possess excellent organization skills, with the ability to prioritize, multi-task, and meet aggressive deadlines.
- Discretion, diplomacy, and the ability to manage sensitive and confidential information with integrity is critical.
- Knowledge of non-profit financial rules, regulations, and guidelines.
- Experience with bookkeeping and CRM software strongly preferred.
- Strong Microsoft Excel knowledge a must.
- Associates degree required. Bachelor’s degree preferred.
We create good jobs around the world, so we believe you should have a good job, too. Salary is competitive and commensurate with experience and skills.
- Full health care, dental and vision coverage
- Transportation stipend (monthly MTA metrocard)
- Flexible work hours and vacation time
- Paid maternity and paternity leave
We have an incredible shared workspace (WeWork) in DUMBO, Brooklyn. Just one block from the York Street F stop, it’s an easy commute for those in Brooklyn and Manhattan, and within walking distance to some of our favorite restaurants. We’re dog-friendly, kid-friendly and greatly enjoy the free coffee and on-site barista.
Flex-time and Remote Options:
Because this position requires you to be in the office to process gifts and mailings, remote work is not an option. But we are open to flex-time for the right candidate. Flex-time could mean working some hours outside the traditional 9-5, or it can be a reduction of hours for an adjusted salary.