Operations Associate

Chemonics International is seeking an Operations Associate. This position provides administrative and operational support to the Office of the CEO, Executive Management team, and Board of Directors. In this capacity, the associate will assist in addressing needs related to the establishment and maintenance of corporate as well as internal operational support systems as well as providing administrative and operational support. This includes meeting scheduling, meeting management, facilitating approval processes, and managing workflows and requests for the CEO, Board Members, and other executives. For the Office of the CEO, the associate will support divisional staff and operations, including serving as liaison with other divisions and key stakeholders, the planning and implementation of corporate townhalls and celebratory events, staff satisfaction efforts, recruitment, support to the budgeting process, file management, and other administrative and operational support, while ensuring policies, processes, and procedures are followed. The associate will increasingly assume duties independently and will provide training and coaching to other staff as assigned. They will support proposal and new business development efforts company-wide. This role requires on-site work in our Washington, DC office location as part of our hybrid, flexible work structure. We are looking for individuals who have a passion for making a difference in the lives of people around the world.

Principal Duties and Responsibilities:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Provides administrative and operational support for the CEO, Board of Directors, and other executives, as needed, including scheduling, facilitating approval processes, and increasingly responding to a variety of requests and needs independently

• Helps manage the front office and anticipates the needs of executives by acquiring a knowledge of division and corporate operations

• Assists in responding appropriately and quickly to requests for support from internal and external clients to this includes, but is not limited to, liaising with other departments, projects, and providing exceptional client service

• Schedules and plans meetings and events as requested, including booking conference rooms, compiling relevant presentations and documents, setting up presentations, and submitting catering requests

• Manages electronic and in person signature requests for the CEO and Board of Directors. Works with various stakeholders to ensure documents are executed in a timely manner. Oversees travel, expense reports, and credit card reconciliation processing for the CEO, Board of Directors, and other executives, and directly handles these tasks when needed as backup to the administrative assistant, liaising with the travel department and Finance and Accounting to remove bottlenecks and enhance efficiency and timeliness of the processes

• Manages and processes vendor and consultant invoices for the Office of the CEO and Board of Directors

• Coordinates board and executive trips by liaising with business units, security, executives, and board members to coordinate trip preparation, create trip materials, communicate with all parties, and support Board members with follow up presentations as needed

• Supports logistics for weekly EMT meetings. Distributes agenda and relevant information in a timely fashion, compiles and distributes presentations, captures key takeaways, and troubleshoots technical issues during the meeting

• Manages the divisional SharePoint pages and files, including ensuring regular and timely updates, and maintaing an effective file system. Assists Operations Manager in logistics and event planning for corporate events, Board meetings, and executive retreats

• Assists Assistant Corporate Secretary in processing document requests as an authorized notary. Acquires a knowledge of corporate documents to be able to respond to requests from projects

• Liaises with recruitment and hiring managers to support and lead recruits as needed. Manages the process, provides recommendations, and screens candidates. Serves on interview panels for the Office of the CEO and other divisions, as needed

• Onboards division employees by drafting the schedule, communications, submitting new employee set-up requests, gathering orientation documents, processing payroll change forms and other HR forms, and providing on-the-job training when needed

• Serves as a mentor or buddy to new divisional employees

• Offboards division employees by collecting relevant paperwork and materials and liaising with Human Resources and IT to ensure the process is completed correctly

• Creates agenda and facilitates and manages regular divisional staff meetings and other divisional and corporate staff events

• Helps develop and implement a staff care strategy and events to promote divisional cohesion

• Contributes to new business efforts in proposal roles including, but not limited to, writing CVs, Branding and Marking Plans, Personnel, Past Performance Reviews, and Corporate Capabilities

• Serves as acting Manager when needed, and ensures that Office of the CEO operations run smoothly in the absence of a supervisor

• Supports the budgeting process, as needed

• Performs other job duties as assigned

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. The qualifications listed below are representative of the required knowledge, skills, and/or abilities needed to perform the principal duties.

• Bachelor's degree or equivalent work experience required. Bachelor's degree in business administration preferred

• Minimum of one year of work experience in a professional office work environment required. Experience as an administrative or operational assistant or in operations preferred

• Ability to maintain discretion and work with highly confidential and/or protected information required

• Demonstrated ability to communicate clearly and concisely both orally and in writing; strong cross-culture communication and sensitivity skills

• Demonstrated ability to handle routine tasks and operational issues in a fast-paced environment

• Demonstrated experience in event planning and coordinating logistics

• Ability to multitask with strong attention to detail, organization, effective communication skills, and time management

• Demonstrated client service skills and ability to anticipate the needs of stakeholders

• Ability to follow standard practices and procedures, receive general instruction and supervision on work progress, manage-up, and make significant contributions to end results

• Ability to work both independently and as part of a team

• Strong customer service and interpersonal skills

• Demonstrated resourcefulness in problem solving and initiative to learn new skills

• Strong knowledge of MS Office applications

• Proficiency in a second language preferred

• Demonstrated leadership, versatility and integrity

Apply by April 4, 2024. No telephone inquiries, please. Finalists will be contacted.

Chemonics is an Equal Opportunity Employer

Chemonics is an equal opportunity/affirmative action employer and does not discriminate in its selection and employment practices. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, protected veteran status, genetic information, age, or other legally protected characteristics. Military veterans, AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.

Pay Transparency Nondiscrimination Provision

Chemonics will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by Chemonics, or (c) consistent with Chemonics legal duty to furnish information. 41 CFR 60-1.35(c)