Operations & Executive Office Manager
About the Role
The role of the Operations & Executive Office Manager (O&EOM) is to ensure the overall functioning of Surgo Foundation operations and provide administrative and management support to the leadership team.
The O&EOM will be responsible for setting up and/or managing all of the operations and systems for the foundation.
These include, but are not limited to: 1) accounts and payments 2) vendors for different services 3) contracts 4) travel 5) activities calendar 6) expense management systems 7) knowledge management systems 8) external stakeholder management contact systems 9) major team events 10) programmatic budgets, etc.
The O&EOM will report to and work closely with the Executive Director and will be exposed to both the operations and the programmatic side of the foundation’s work. The role provides an avenue for career growth inside a young and dynamic organization.
Key duties and responsibilities:
Manage foundation expenses, accounts and payments including updating quarterly expense reports, making timely vendor payments, payment reimbursements and donations
Proactively identify opportunities for streamlining operations and processes and creating more effective processes across the organization
Manage the programmatic budget including planning, monthly tracking, and reconciliation with inputs from leadership
Manage the foundations contracting and granting processes
Maintain an organized system for tracking, monitoring and prioritizing contacts, tasks, and projects for the Executive Director and other management staff and overall foundation operations
Seek and manage vendors that provide services to the foundation
Create, manage, and maintain a complex calendar including a range of internal and external meetings in a highly dynamic environment requiring frequent re-prioritization and shifting appointments
Facilitate smooth and effective communication with external partners by reviewing and responding to email, mail, invitations and screening incoming phone calls
Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement. Liaise with IT support firm to ensure team gets support required
Facilitate arrangements for extensive travel and complex logistics for both external and internal meetings, speaking engagements and conferences
Manage internal knowledge sharing platforms including Surgo shared drive, book lists, and journal lists
Work on special projects as needed, including research and preparation of documents
Contributes to team effort by accomplishing related results as needed
Prepare internal communications such as updates and memos to the Executive Director
Take notes and document meetings in the form of meeting reports
Provide coordination support to key organizational processes such as annual planning, board reporting, etc
Core knowledge and skills:
Exceptional organizational skills
Meticulous attention to detail
Account management skills
High degree of experience with using Excel, Word, PowerPoint and other software as needed; high level of comfort with technology in general and interest in seeking and exploring new business management tools
Extremely proactive; always trying to improve the operations of the office and seeking more efficient ways of running the business
Ability to work across multiples time zones given the nature of the work (Seattle, London, New Delhi and other)
‘Can-do’ attitude and active willingness to contribute achievement of organizational goals
High quality interactions and clear, consistent and timely communications with foundation stakeholders
At least 5 years of experience of working in an operations, office management or administrative management role
A passion for Surgo’s mission
At least 3 references
US work permit
Travel: Minimal travel but may include 1-2 domestic trips per year
Surgo Foundation is an ‘action tank’ focused on using the latest innovations around behavior, tech, and data to drive change in communities with limited resources. With a laser focus on uncovering the ‘why’, we partner with organizations and governments to help unlock some of the world’s toughest challenges, from improving maternal health to reducing the spread of Tuberculosis. Our multidisciplinary team includes public health experts, data scientists, behavioral scientists, and technologists who are skilled in collecting and interpreting data on why people behave the way they do and how complex systems work, and in developing scalable tools. We are a small team having an outsized impact.
Our Hiring Philosophy
We hire for passion and core competencies. We look for problem solvers and lateral thinkers. We love it if you have done different things with your time. If you think you are ideal for this position, write to us even if you don’t have all of the above requirements.
Do you have a deep passion for improving the lives of people who live in extreme poverty around the world?
Do you want to work in one of the most entrepreneurial development organizations?
Are you willing to roll up your sleeves and be part of a core team that grows this organization, and grow with it?
Are you a problem solver by nature? Do you live and breathe data and see patterns in it that others don’t?
Would people say you are one of the most analytic, curious and creative people they know?
If yes…we look forward to hearing from you…
Equal Opportunity and Diversity Policy
Surgo believes a diverse, inclusive staff makes us a stronger team and more impactful organization. We’re committed to a diverse team, and qualified people of all races, ethnicities, cultures, ages, sex, genders, sexual orientations, gender identities and expressions, languages, social class, marital status, religions, veterans status, and disabilities are strongly encouraged to apply.
Interested candidates: Please send resume and cover letter to Sherri Rosenberg at firstname.lastname@example.org
Closing date for applications: Accepted on a rolling basis
Desired start date: As soon as possible