Operations Associate (Temporary Leave Replacement)
InnovateEDUAbout the Role InnovateEDU is seeking a full-time, proactive, and detail-oriented Operations Associate to join our team. This role ensures the smooth and efficient functioning of our office, supporting overall organizational operations. You will play a crucial role in managing day-to-day logistics, supporting internal teams, and ensuring that our foundational systems operate smoothly. A key component of this role includes the execution and coordination of our company's internal and external events. If you thrive in a fast-paced environment, possess exceptional organizational skills, and are dedicated to enabling high standards of operational excellence across all areas, we encourage you to apply. About InnovateEDU InnovateEDU catalyzes education transformation by bridging gaps in data, policy, practice, and research to center the needs of the field in accelerating innovation towards an equitable, inclusive and radically different future for all learners. Responsibilities Event Operations Management Logistical Planning and Execution: Serve as the primary operational contact for internal and external events (e.g., conferences, webinars, team-building activities, client functions). This includes managing timelines, vendor coordination (catering, A/V, venue), and on-site setup/breakdown. Webinar & Virtual Event Management: Lead the operational planning, platform setup (e.g., Zoom, Teams), technical preparation, speaker coordination, and live facilitation/moderation for all webinars and virtual events. On-Site Event Execution and Suppor t: Be physically present at all assigned events to manage day-of operations. This includes overseeing vendors, managing guest flow, troubleshooting real-time issues, and ensuring a successful, seamless experience from start to finish. Inventory and Materials: Oversee the procurement, tracking, and organization of all event-related materials, equipment, and supplies. Ensure all necessary items are secured, branded, and delivered to the event location on schedule. Budget Oversight: Assist the Finance and Operations Manager with event-specific budgeting, expense tracking, invoice processing, and cost-effective resource allocation. Risk Mitigation: Develop and implement operational contingency plans for events to address potential issues like technical failures, weather disruptions, or vendor no-shows, ensuring business continuity. Post-Event Analysis: Conduct thorough post-event operational reviews, compiling feedback and data to identify areas for logistical improvement and efficiency gains for future events. General Operations and Administrative Support Email and Calendar Management: Monitor and respond to emails, manage appointments, and schedule meetings for the CEO. Communication and Coordination: Liaise with staff and the Board members, respond to inquiries, schedule meetings and conference calls. Culture & Team Support: Promote a positive and collaborative office culture by organizing team-building activities and supporting internal communication efforts. Communication Hub: Serve as the primary point of contact for internal and external inquiries, directing communications to the appropriate team members. Vendor Relations: Manage relationships and contracts with non-event vendors and service providers to ensure optimal service and pricing. DYCD Portal & Attendance Management: Manage and perform the timely, accurate input of participant attendance data into the Department of Youth and Community Development (DYCD) portal to maintain program compliance and reporting requirements. Process Documentation: Update and maintain detailed Standard Operating Procedures (SOPs) for key operational and event-related tasks to ensure consistency and ease of onboarding for new staff. Administrative Tasks: Provide general administrative support to the Finance and Operations team, including scheduling meetings, managing calendars, and preparing necessary reports or presentations. Handle incoming and outgoing mail, p…